Revision as of 10:29, 24 September 2009

User Manual

halFILE Document Manager

Version 3.0 April 22, 2009

hal Systems Corporation

Copyright © 2004-2009 by hal Systems Corporation halFILE is a trademark of hal Systems Corporation.

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 © 2004-2009 by hal Systems Corporation. All rights reserved.

Table of Contents [Welcome to halFILE 1-] [About halFILE 1-] [Document Capture 1-] [Document Indexing 1-] [Document Archiving 1-] [Document Search 1-] [Web Enabling 1-] [Chapter Contents 1-] [Chapter 1: Welcome to halFILE™ 1-] [Chapter 2: Overview 2-] [Chapter 3: System Setup 2-] [Chapter 4: Capturing Documents 2-] [Chapter 5: Indexing Documents 2-] [Chapter 6: Archiving Document Images 2-] [Chapter 7: Search for Documents 2-] [Chapter 8: Tools 2-] [Chapter 9: Other halFILE Features 2-] [Chapter 10: Security 2-] [Appendix I: Compatible Scanners and Engines 2-] [Appendix II: Enabling Other Application 2-] [Appendix III: Building a Sample Application 2-] [Appendix IV: Importing Other Document Types into halFILE 3-] [Appendix V: Text File Support 3-] [Appendix VI: Add-On Applications 3-] [Appendix VII: Hot Keys and Short Cuts 3-] [Online Help 3-] [Search the halFILE Knowledge 3-] [Supporting Documentation 3-] [Tech Support Briefs / White Papers 3-] [HalFILE Users Group (HUG) 3-] [Product registration 4-] [Technical Support 4-] [OVERVIEW 5-] [Upgrading to version 3.0 5-] [From Version 2.2 5-] [From Versions prior to 2.2 5-] [halFILE Update Service 5-] [Document Management with halFILE 6-] [What\’s New in 3.0 6-] [What\’s New in 3.0 7-] [SYSTEM SETUP 11-] [System Configuration 11-] [Minimum Workstation System Requirements 11-] [Recommended Workstation System Requirements 11-] [Recommendations Terminal Servers 12-] [Recommendations Database Servers 12-] [Recommendations Image Servers 12-] [Other Components 12-] [Networks Supported 12-] [Databases Supported 12-] [Installation Requirements 13-] [Preparing the Hardware and Software Components 13-] [Software Installation Procedure 13-] [Video Scanner Drivers 17-] [ISIS Scanner Drivers 17-] [TWAIN Scanner Drivers 17-] [halFILE Menu Structure 18-] [Viewing the help file 18-] [Exiting halFILE 19-] [Registration 19-] [Running halFILE for the first time 19-] [halFILE Administrator 20-] [Setting up an Application 20-] [The Application Definition 21-] [Defining a new application 21-] [Changing an application set up 21-] [Designing a Database 23-] [Creating a document database 23-] [Using Specification Templates 24-] [Using Field Lookups 25-] [Using Field Links 26-] [Setting Up Custom Search formats 27-] [Search References 28-] [Field Masks 29-] [Auto Fill 30-] [ODBC Compliant Data Sources 31-] [Migrating your Preliminary Access database 31-] [Add ODBC 31-] [ODBC Info 31-] [Review Layout 31-] [Verify Setup 31-] [Setting Up Electronic In-baskets 32-] [Defining baskets 32-] [halFILE Workflow 33-] [Enabling Workflow 34-] [Workflow Routing Example 37-] [Defining Validation Tables 38-] [Creating a new validation table 38-] [Adding or editing entries in a table 38-] [Searching for an entry 39-] [Deleting an entry in a table 39-] [Deleting a table 39-] [Printing a list of table entries 39-] [Adding Predefined Tables 40-] [Looking Up a Field in a Table 40-] [Changing or Adding Reports 41-] [Defining Drives into which Archive Cartridges are placed 41-] [Defining Cartridges where Document Images are placed 42-] [Defining a cartridge 42-] [Configuring Bar Code Fields 44-] [Bar Codes Types Supported 44-] [Setting Up a Bar Code Field 45-] [Setting Up Custom Features 46-] [General 46-] [System Messaging 47-] [Administrative Reports 47-] [Transactions 47-] [Security/Versions 48-] [FTP Setup 48-] [HFDeliver 48-] [Menus 48-] [Admin Status 48-] [HALFILE.INI 48-] [halFILE For Windows section 49-] [Current Section 49-] [Execute Section 50-] [Special HALFILE.INI Hooks 50-] [HALFILE.INI Entries for Attached Tables 50-] [CAPTURING DOCUMENTS 53-] [Scanning Pages 53-] [Preparing to scan 53-] [Page preparation 53-] [Kofax Scanning 54-] [Changing the Scanner Parameters 54-] [General Scanning Procedure 55-] [Scanning two-sided documents with a duplex scanner 56-] [Scanning one-sided documents with a duplex scanner 56-] [Scanning two-sided documents with a simplex scanner 56-] [Scanning a batch of single page documents 56-] [Stapling pages into documents 57-] [Staple Preview Option 57-] [Removing a page from a batch 57-] [Inserting pages into a batch 57-] [Replacing a page in a batch 57-] [Deskewing pages during scan 58-] [Removing the black border from pages during scan 58-] [Removing shaded areas from pages during scan 58-] [Despeckling pages during scan 59-] [Enhancing the edges of characters during scan 59-] [Removing the lines from pages during scan 60-] [Removing streaks from pages during scan 60-] [Inverting (reversing) the image during scan 60-] [Stapling Pages into Documents using Bar Codes 61-] [Printing during Stapling 61-] [Summary of scan menu selections 61-] [TWAIN Scanning 62-] [Changing the Scanner Parameters 62-] [General Scanning Procedure 64-] [Scanning two-sided documents with a duplex scanner. 65-] [Scanning one-sided documents with a duplex scanner. 65-] [Scanning two-sided documents with a single sided scanner 65-] [Scanning a batch of single page documents 65-] [Stapling pages into documents 65-] [Staple Preview Option 66-] [Removing a page from a batch 66-] [Inserting pages into a batch 66-] [Replacing a page in a batch 66-] [Deskewing pages during scan 66-] [Despeckling pages during scan 66-] [Cropping pages during scan 67-] [Inverting (reversing) images during scan 67-] [Printing during Stapling 67-] [Summary of TWAIN scan menu selections 67-] [Streamlined Scanning 68-] [Scan and E-mail 68-] [Scan and FTP 69-] [HALFTP.INI 70-] [Paper Sizes 71-] [Remote Scanning 72-] [Scanning and Importing 72-] [FTP Scanning using Third Party Products 72-] [Importing Documents 72-] [Using the import feature to import images 73-] [Staple Preview Option 74-] [Capturing Printed Output 75-] [Sending Office Documents to halFILE 75-] [Importing Documents using the Explorer Send To Feature 76-] [INDEXING DOCUMENTS 77-] [Indexing Overview 77-] [Indexing a document 78-] [Adding a database record without an image 78-] [Index Windows 78-] [Index fields window 78-] [Saving the Default Window Position 79-] [Entering Data into Database Fields 79-] [Setting Up Custom Index Features 79-] [IndexExecute 79-] [IndexLoadExecute 79-] [IndexMenuExecute 80-] [Notifications 80-] [General 80-] [Field Deactivation 80-] [Duplication Hot Keys 80-] [halFILE Document Clipboard 81-] [Using Auto Fill 81-] [Index Menu Summary 81-] [Improving search performance and database integrity 83-] [ARCHIVING DOCUMENTS 85-] [Manual Archive 85-] [How Images are Stored on Cartridges 87-] [No limits on number of images per folder 87-] [Limit number of images per folder and enter the folder id 87-] [Limit number of images per folder and auto assign the folder id 87-] [Database Level Archiving 88-] [Auto Archive 88-] [Auto Archive Set up 88-] [Running Auto Archive Interactively 90-] [Running Auto Archive as a Scheduled Task 91-] [Reviewing Auto Archive Results 91-] [Other Auto Archive Features 91-] [SEARCH FOR DOCUMENTS 93-] [Overview of Search 93-] [Searching for documents that have been indexed 93-] [The Search Criteria Window 93-] [Searching for more than one multi-entry field item 94-] [Searching for a range of values 95-] [Printing the search criteria 95-] [Closing the search module 95-] [Performing an Append search 95-] [Designing a report 95-] [Printing a report 96-] [Printing Large Reports 97-] [Avoiding slow searches 97-] [Criteria Field Types 97-] [Search criteria results examples 98-] [The Hit List Window 98-] [Selecting the Display Result Option 99-] [Formatting the hit list grid 99-] [Marking entries in the hit list grid 99-] [Saving and Restoring the Hit List 99-] [The Right Click Menu on the Search Hit List 99-] [The Document Information Window 100-] [Changing database information 100-] [Imaging View Window 102-] [Zooming in on the image 103-] [Rotating the image 103-] [Printing an Image 103-] [Using image panning 103-] [Zoom Hot Keys 103-] [Managing Search Windows 103-] [Viewing the SQL Statement for a Search 103-] [Returning to the Search Hit List Window 104-] [Preparing for a New Search 104-] [Append Searches 104-] [Combining Documents on the Search Hit List 104-] [Setting Up Custom Search Features 105-] [Hit List 105-] [Cross Name Search 106-] [Order By 107-] [Publish 107-] [Image modifications 108-] [Execute Triggers 108-] [Document Information e-mail 108-] [Scan-on-demand e-mail 108-] [Notifications 108-] [Word Merge 109-] [Starter 109-] [Fallout Report 109-] [SmartName Search 109-] [Creating the SmartNames table 110-] [Adding a proper name 110-] [Editing nick names 110-] [Deleting a proper name 110-] [Searching for a proper name 110-] [Testing your dictionary 111-] [Using SmartNames in Search 111-] [Soundex Searches 111-] [How Soundex Works 111-] [Using Soundex in Search 111-] [Limitations to Soundex 111-] [Cross Name Search 112-] [Setting up Cross Name Search 112-] [Using the Cross Name Search Feature 112-] [Starter Searches 112-] [Setting Up the Starter System for a Database 112-] [Performing a Starter Search 114-] [Date Down Searches 117-] [Closing a Starter 117-] [Re-opening a Starter 117-] [Copy a Starter to a new Starter 118-] [Saving the Grid Format of the Starter Information Form 118-] [Fallout Report 118-] [Proximity Search 119-] [Enabling Proximity Search 119-] [Using Proximity Search 119-] [Full-Text Search 119-] [Search Menu Summary 120-] [Search Criteria window menus 120-] [Search Hit List window menus 120-] [Document Information window menus 122-] [TOOLS 125-] [Login 125-] [Basket Status 125-] [Showing the status for a document 126-] [Changing the status of a document 127-] [Removing all images from the basket 127-] [Removing marked documents 127-] [Adding pages to a document 127-] [Deleting a page from a document 127-] [Reordering pages within a document 127-] [Printing Marked Documents 127-] [Inserting Document Numbers into a basket 128-] [Export documents 128-] [Change the status for a range of documents 128-] [Transfer documents to another basket 128-] [Selecting documents 128-] [Optical Character Recognition (OCR) 129-] [Refreshing a basket 129-] [Basket Statistics 129-] [Move Images 129-] [Rearranging pages 129-] [Replacing pages of documents 130-] [Appending pages to documents 130-] [Deleting pages from documents 130-] [Moving pages from document to document 130-] [Image Utility 131-] [Rearranging pages 131-] [Swapping pages of documents 132-] [Replacing pages of documents 132-] [Appending pages to documents 132-] [Inserting pages in documents 133-] [Deleting pages from documents 133-] [Moving pages from document to document 133-] [Test Images 134-] [Process Images 134-] [Associated Import 135-] [Overview 135-] [Running the program 135-] [Operation 135-] [Adding a New Import Filter 136-] [Editing an existing Import Filter 138-] [Editing the Field Information 139-] [Executing an Import Filter Manually 141-] [Executing Import Filters Automatically 143-] [Additional Options 143-] [Troubleshooting 143-] [OTHER HALFILE FEATURES 145-] [Import/Export Database 145-] [Exporting Database Information 145-] [Exporting data for all images on a selected cartridge 146-] [Importing a Database 147-] [E-Mail Images 149-] [Requirements 149-] [Setting up E-Mail 149-] [Viewing image attachments 149-] [E-Mail Image Mark Up 149-] [Selecting an image to mark up 150-] [Mark up icons 150-] [Annotation Tool Bar 150-] [Menu Selections 151-] [Zooming in on an Image Area 152-] [TIFF Format Information 152-] [SECURITY 153-] [Security Set Up 153-] [Adding a new user 154-] [Editing an existing user set up 155-] [Windows Active Directory Integration 157-] [Why use Active Directory Integration? 157-] [Before you start 157-] [halFILE Active Directory Integration Set Up Procedure 157-] [halFILE Active Directory Integration 158-] [e.halFILE Active Directory Integration 158-] [Active Directory Integration - Behind the Scenes 159-] [APPENDIX I. 160-] [Compatible Scanners and Engines 160-] [Kofax 160-] [TWAIN 160-] [APPENDIX II. 161-] [Enabling Other Applications 161-] [APPENDIX III 162-] [Building a Sample Application 162-] [Importing Other Document Types into halFILE 163-] [Setting up Associations 163-] [Importing Associated Documents 163-] [Importing using File_Import 163-] [Version Control 164-] [Reviewing the Basket Contents 164-] [Archiving Associated Documents 164-] [Searching and Viewing Associated Documents 164-] [Document Types Tested 165-] [Organizing Documents 165-] [Associated Import Utility 165-] [APPENDIX V 166-] [Text File Support 166-] [APPENDIX VI 167-] [Add-On Applications 167-] [APPENDIX VII 168-] [Hot Keys and Short Cuts 168-]

1

Welcome to halFILE

Welcome! This chapter introduces you to the halFILE Document Manager and provides you with an overview of the contents of this User Manual.

About halFILE

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.

Document Capture

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.

Document Indexing

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).

Document Archiving

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.

Document Search

halFILE\’s powerful search engine lets you find and view your documents quickly. Reports of database information can be generated using powerful Crystal Reports.

Web Enabling

With e.halFILE, our web-based add-on product, you can web-enable your database search and document retrieval seamlessly.

Chapter Contents

Chapter 1: Welcome to halFILE™

Welcome! This chapter introduces you to halFILE™, the leader in document management and imaging, and provides you with an overview of this manual.

Chapter 2: Overview

HalFILE 3.0 is a major product release. This chapter tells you about new features and enhancements and describes the upgrade process from prior releases.

Chapter 3: System Setup

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. This chapter covers the halFILE Administrator in detail.

Chapter 4: Capturing Documents

This chapter describes how to scan, import, and capture the printed output to introduce new documents to halFILE.

Chapter 5: Indexing Documents

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.

Chapter 6: Archiving Document Images

This chapter describes how images are moved to permanent storage such as optical disk cartridges or magnetic disk. It also discusses back up strategies for image files and the process of making CD-ROM copies of images.

Chapter 7: Search for Documents

This chapter provides an explanation of searching for documents and viewing and printing the database information and related images.

Chapter 8: Tools

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.

Chapter 9: Other halFILE Features

This chapter describes some of the additional features you will find in halFILE.

Chapter 10: Security

halFILE provides powerful security features covered in this chapter on security.

Appendix I: Compatible Scanners and Engines

This appendix defines scanners, scanner cards, and other tools to use with halFILE.

Appendix II: Enabling Other Application

This chapter explains the halFILE API, an add-on product that can be used to image-enable your own Windows applications.

Appendix III: Building a Sample Application

In this chapter, you will find the steps used to build and use a sample application.

Appendix IV: Importing Other Document Types into halFILE

This describes how halFILE can be used to manage Associated Documents such as Acrobat PDF files, Word documents, and Excel Spreadsheets.

Appendix V: Text File Support

This section describes our add-on Text File Support product, halCOLD/ERM (Enterprise Report Management).

Appendix VI: Add-On Applications

This appendix provides a brief description of other utilities and applications available from hal Systems Corporation.

Appendix VII: Hot Keys and Short Cuts

This appendix includes a table of hot keys and short cuts that will help you streamline the operation of halFILE.

Online Help

halFILE provides you with many support features to help you learn about the system. This includes the following:

1. Context-sensitive help accessed by pressing the F1 key.
2. 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.
3. Help menu to provide access to the complete manual with Table of Contents, Index and Full Text Search.
4. Help menu to access halFILE\’s web site, [www.halfile.com-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.

Search the halFILE Knowledge

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.

Supporting Documentation

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.

Tech Support Briefs / White Papers

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.

HalFILE Users Group (HUG)

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.

Product registration

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:

E-mail: [support@halfile.com-mailto:support@halfile.com]

Technical Support

Technical Support is provided to registered users having an active maintenance agreement. Technical support is available in the following methods:

Web site: [www.halfile.com-http://www.halfile.com/] Supporting Documentation, Tech Support Briefs, White Papers

E-mail: [support@halfile.com-mailto:support@halfile.com]

Fax: 214.691.4730

Phone: 877.425.3453 (877.halfile) 512.892.0972 214.691.4700

When you submit a technical support request, be sure to include the following information:

• A full description of the problem
• The error message you are getting
• Environment information including:

- Product Serial Number or Client Number - Windows version (Windows XP, 2000, Vista) - Network type - Scanner make and model (if applicable) - PC memory - Database Platform (SQL Server, MSDE, Sybase) and version

Technical support connections to your computer are supported with the following applications:

• PcAnywhere
• Remote Desktop
• halFILE HelpDesk

The halFILE HelpDesk communications tool lets you share your computer with a tech support analyst. To use the help desk feature:

• Select the Help-Share computer with Tech Support from the halFILE Manager menu.
• 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.

Overview

3

SYSTEM SETUP

This section specifies the system configuration and operating requirements for halFILE. It also discusses the procedure for installing the software and preparing the system to be used. A quick overview of how to set up halFILE is as follows:

• Prepare hardware and software components for the installation • Install halFILE • Define an application • Design a database • Define electronic in-baskets • Define drives available for permanent image storage • Define cartridges where documents are stored

System Configuration

halFILE requires the following:

Minimum Workstation System Requirements

• Microsoft Windows 2000 Workstation or later. Windows 98 and 95 are no longer supported.

• Internet Explorer version 6 or later
• PC with 800 MHz or higher processor clock
• At least 512 MB of RAM
• At least 20-80GB available hard drive space
• At least 128 MB of video memory
• Super VGA (1024 × 768) or higher-resolution video adapter
• 17 inch monitor
• On Windows XP or Vista stations, Imaging Professional from eiStream.com is recommended. Some features, such as OCR, will not be supported without this product.
• A CD Writer/DVD reader drive on at least one station
• Keyboard
• Mouse

Recommended Workstation System Requirements

• Windows XP Professional

• PC with 3GHz or higher processor clock speed
• 1 GB of RAM
• At least 20-80GB available hard drive space
• 512 MB of video memory
• Super VGA (1152 × 864) or higher-resolution video adapter
• 21 inch monitor or larger
• A CD writer/DVD writer on at least one station
• Internet Keyboard
• Microsoft Wheel Mouse with Intellipoint software

Recommendations Terminal Servers

• Dual processor or dual core (10 users per processor)
• 2 GB RAM or more (256MB + 32MB per user)
• 160GB hard disk

Recommendations Database Servers

• Dual processor or dual core
• 2 GB RAM
• 80 GB hard drive
• SQL Server 2005
• 64-bit OS

Recommendations Image Servers

• Dual processor or dual core
• 2 GB RAM
• RAID5 according to image needs including future expansion
• Windows Storage Server 2003
• 64-bit OS

Other Components

• For scan workstations, a compatible scanner is required (Appendix I lists compatible scanners, scan cards, and software engines. This includes Kofax hardware and software engines, SCSI scanners and ISIS and TWAIN scanners. • If user-designed database reports are desired, Crystal Reports 8.0 or above is required.

• For XP Stations or if OCR is desired, Imaging Professional for Windows 2.6 or later or Imaging 2.8 or later is required. This can be obtained from Global260.com or from hal Systems Corporation. Contact your sales representative for more information.
• If Barcode recognition is desired, Kofax hardware or software engine is required.

All of the previous components are available through hal Systems Corporation.

Networks Supported

The multi-user version of halFILE supports any Network system that can run Microsoft Windows 2000 or higher on a workstation. The product has been successfully certified on the following:

• Novell Netware 3.2 or above

1. Microsoft NT Server 4.0 or above

• Microsoft Windows 2000 Server

• Microsoft Windows 2003 Server

Databases Supported

• Microsoft SQL Server 7.0 or later (SQL Server 2000 or 2005 recommended)
• Microsoft Data Engine (MSDE) or SQL Server 2005 Express for systems with 3 users of less
• Sybase SQL Anywhere 5.5 or later for Novell-based servers (SQL Server 2005 Express may be an better alternative, depending on number of users)
• Other ODBC Level 2 Compliant databases

Installation Requirements

halFILE requires approximately 50 MBytes of disk space.

Preparing the Hardware and Software Components

The following must be installed and tested successfully before halFILE can be installed:

• Microsoft Windows 2000 or later

1. Hardware cards (such as the KOFAX scanner card) as specified in your particular halFILE Imaging System configuration, into the computer.
2. Database Management System such as SQL Server.

Software Installation Procedure

To install halFILE on your system, use the following procedure:

1. Insert halFILE Installation CD into the appropriate drive or download setup.exe from the halFILE Update Service.

2. Display the Run... option from the File menu in the Program Manager, and enter the following at the command line:

d:\setup

where d: is the drive containing the CD.

3. Follow the instructions displayed on your screen.

Note: The multi-user version of halFILE must be installed on every workstation where halFILE will be run to ensure the necessary driver files are copied to each station\’s local Windows folder. The halFILE folder for network systems should be a common network folder accessible by all stations and should be selected as the target folder for the installation of halFILE on ALL stations. DO NOT TAKE THE DEFAULT TARGET FOLDER FOR NETWORK INSTALLATIONS.

1. Once the installation process is complete, a halFILE group is created that includes the halFILE icon shown to the right. Double clicking on this icon loads halFILE.

The following shows the installation screens.

Step 1: Welcome screen – click Next.

Step 2: Enter your name and company name. If you have the serial number, enter it. Click Next.

Step 3: The default target folder is shown. If this is not correct, click Change and select the folder where halFILE should be installed. NOTE: For network systems, the target folder should be a shared folder on a network drive accessible to all halFILE users.

Use the Typical installation except when installing on Windows 95. In this case, select Custom and verify that MDAC 2.6 is checked and MDAC 2.7 is unchecked.

Review the installation summary screen and, if it is correct, click Install.

When the complete screen is displayed, halFILE is ready to use. For database platforms other than SQL Server, database ODBC drivers may need to be installed separately.

Video Scanner Drivers

Video scanners are supported with drivers that are shipped with all Kofax Adrenaline hardware cards. Video drivers can also be downloaded to support older Kofax KF-Series hardware cards. The basic halFILE scan program, HFSCAN32.EXE, supports these drivers.

ISIS Scanner Drivers

ISIS Scanner drivers are shipped with most SCSI scanners. halFILE can scan using these drivers and scanners with the installation of a Kofax hardware or software engine. The basic scanner program, HFSCAN32.EXE, supports these drivers.

TWAIN Scanner Drivers

TWAIN Scanner drivers are shipped with most SCSI scanners. halFILE can scan using these drivers and scanners. The scanner program to use is HFTWAIN32.EXE and is installed as part of halFILE. If Imaging Professional is installed, then HFTWAIN32PRO.EXE should be used.

== halFILE Menu Structure == Below is the halFile Manager screen. halFILE uses a tool bar for frequently used operations. The screen below shows the first menu screen once the halFILE icon is double-clicked.

The selections across the top (File, Tools, Help) provide pull-down menu options. The nine icons below the menu provide fast selection for the commonly used functions including:

• The halFILE Administrator
• Scan
• Import
• Index
• Index Verify (this is grayed out unless the feature is enabled)
• Archive
• Search
• Review a Basket
• Exit

The pull-down list boxes let you choose applications, databases and baskets. Before clicking an icon, be sure the proper application, database and basket are selected.

Viewing the help file

Clicking on the help menu selection (ALT-H) displays several menu selections. The Help-Contents selection displays the help file\’s Table of Contents. Help-Index displays the index to the help file. Help-Search for Help On menu selection provides a way to search for keywords in the help file. The Help-Go to the Web (halfile.com) menu assumes you are connected to the Internet and loads www.halfile.com in the default browser. Help-About displays version information. At any point in halFILE, context sensitive help information can be viewed by pressing the F1 key.

Exiting halFILE

Selecting File-Exit or clicking the Exit icon closes halFILE.

Registration

The first time you run halFILE, you are asked to register the product. Please fill out the registration form and fax or mail it to the address shown on the form. You can then click the continue button to use halFILE. You will be sent a registration number to enter into the registration form that permanently registers your copy of halFILE. You have 30 days to register.

Running halFILE for the first time

After halFILE is properly installed, the first time you go into the program you will be asked to define how halFILE will connect to your database engine in order to create the necessary databases. The screen below is used to define the Server, user id and password that should be used for this connection.

Note that the program that manages this information is CREATEDB.EXE. If your database server changes, you may need to use this utility to re-define the connection parameters.

If you wish to also define the server folder where databases will be created, you can click the Advanced button which options up the screen as shown below. Then select the driver from the drop-down list and designate the DB Path and Log Path, entering the service-side folder where new databases and log files are to be created. Then click the Exit button and save the information.

After the database connection information has been defined, the system displays a prompt asking you if you wish to create the parameters database. Answer yes to build this database.

halFILE Administrator

The halFILE Administrator is used to set up the system tables, user security, and other parameters. It is run from the Manager by clicking the icon shown here or running the File_Administrator menu selection. The following sections describe setting up your system using the Administrator.

Setting up an Application

The first step in setting up a halFILE document database is to build an application so you can use the system.

An APPLICATION is an organization or entity that consists of one or more halFILE databases as well as one or more halFILE in-baskets used as electronic containers holding image files.

An application is built by selecting File-New or File-Application in the halFILE Administrator. File-New goes through the steps of building an application, creating a database for indexing documents and creating the electronic in-baskets used to hold images. File-Application can be used to change the set up for an existing application or to create an application without creating the associated database and in-baskets. If you select File-Application to create a new application, you need to select File-Database to set up a database for the new application and File-Basket to set up in-baskets for each database.

When you select File-New, a form to add a new application is displayed. Enter a 3-character Application Id that uniquely defines the application. An application name, last image number used and the folder option is also entered (see Changing an application definition below for more information). When the OK button is clicked the application is saved and the next form is loaded.

The second form to be entered for File-New defines the database that is used to index documents which are scanned into halFILE. This form includes columns for the field caption, field type, field length, and table definition. Refer to the Designing a Database section below for more information.

The third form to be entered for File-New defines the electronic in-baskets that will be used to hold images temporarily after they are scanned. Refer to the Setting up Electronic In-Baskets section below for more information.

The Application Definition

The application is used to group databases under a single organization. Before defining a database for documents, you must define an application within which the database will exist.

Defining a new application

1. Select File-Application from the main menu to list any existing applications. 2. Select either File-New from the application menu or click the add button found on the bottom of the application form. 3. Fill out the Application Form and press the Save button. 4. Remember to design the database(s) and set up the In-baskets for the application so the application can be used.

Changing an application set up

1. Select File-Application from the main menu to list any existing applications. 2. From the list of defined applications, highlight the desired application and press the edit button or double click on an application to change the information.

The information for an application includes:

Application Name - describes the application. Last image number used - this contains the number of the last document that was added to the system. The scan routine increments this number by one for each document scanned.

Under normal conditions the Last Imager Number Used should not be altered.

Folder Options - since certain permanent storage media tend to slow down as the number of images in a directory increases, folder options are provided for maintaining optimal performance. These options also describe to the system how the folder id field is assigned. The folder id, entered for each document, is used as the directory into which images are placed on permanent storage media. Folder options include:

no limits on number of images per folder - with this option, the user enters the folder id and there are no restrictions on how many images can be placed into the folder.

limit number of images per folder and enter the folder id - with this option, the user enters the folder id and each folder is limited to a user-defined number of images.

limit number of images per folder and auto assign the folder id - with this option, each folder is limited to a user-defined number of images and the system automatically defines the folder id. NOTE: This is the recommended option.

number of images per folder - this option is shown for options 2 and 3 above. Enter the number of images allowed in each folder. The default setting is 1000. This limits the number of images in each directory on the permanent storage medium (optical disk, CD-ROM, etc.) to 1000.

Designing a Database

halFILE uses an ODBC-compliant database to store the data that will be keyed to a document. This section describes how that database is created and how the fields are defined.

Creating a document database

1. Select File-Database from the main menu. 2. Select the Add New button to create a new database. This displays a form for setting up fields within the database (see below). 3. The first 7 rows are pre-defined by halFILE and are used to maintain information about a document 4. User-defined fields begin with the eighth row. Double click on a row to add or change the field specification. This displays the field specification for the current row and the following must be supplied:

Field name - this is used to identify the field and should be unique for the database. What is entered here will be displayed as the field caption on screens showing database information.

Field type - this defines the type of data that can be entered into a field. Double-click on the cell to view the valid field types. These include:

Text - consists of any character, letter or number. Integer - numeric field in the range -32,768 to 32,768 (whole numbers) Long Integer - numeric field in the range -2,147,483,648 to 2,147,483,647 (whole numbers). Numeric – numeric field to support decimals and negative numbers. When you select this field type, you are asked to provide precision and decimal place values. Precision is the total number of digits allowed including digits after the decimal. Decimal places defines how many digits may occur after the decimal place. Date - date field

Note: Do not include the day of the week in the Windows Long Date style because the search engine will be unable to properly search for dates. Recommended date settings are mm/dd/yyyy for Short Date Style and mmmm dd,yyyy for Long Date Style. The Windows Long Date format is set using the Regional Settings icon in the Windows Control Panel.

Memo – field where as many as 65,500 characters (64K) can be entered.

Note: If you need to search the contents of a field, do not use type Memo. Memo fields are searchable, but are not indexed so search performance on large databases may be slow.

M-E Text - Multi-entry, indexed field where many lines of text can be entered for a single document. M-E Integer - Multi-entry, indexed field where many lines of integer values can be entered for a single document. M-E Long Integer - Multi-entry, indexed field where many lines of long numeric values can be entered for a single document. M-E Numeric - Multi-entry, indexed field where many lines of numeric values can be entered for a single document. You are asked to provide Precision and Decimal Place values for this field type. None - field type is undefined.

Table type - this column defines if a field is to be validated against either a halFILE table or an external Access database. Table name - this identifies the table to be used if the table type column is set. A drop-down list box shows the defined tables to select from and includes a <new> selection to define a new table. Field length - defines the maximum length of the field in number of characters. Table type check box – the check box at the bottom of the window defines how Table codes are handled. Usually this check box is left unchecked, which means that when a code is entered into the field, the system validates the code against the table and the code is stored in the database. If you check this box then, when a code is entered into the field and it is defined in the table, the description of that code is stored in the data. This is normally used for name short cuts where, for example, you could enter \’FNB\’ and the system will post \’First National Bank.\’

1. Once all the fields required for your database are defined, select File-Build New Database from the menu to create the database.

Using Specification Templates

The structure of the halFILE database can be saved to a Specification Template and later used as a starting point when creating a new database. Some example templates for different industries are supplied with halFILE (see Appendix III). You can also save the structure of your database to a template using the File-Save Specification menu selection. The File-Open-Specification menu selection will list the available templates and, when a template is selected, will load the structure from the template into the fields on your database design form. You can then make any necessary adjustments before building the database.

Using Field Lookups

You can access data that exists in an external database (Microsoft Access or ODBC-compliant) to add data to fields in your halFILE database while indexing by using the Field Lookups feature. By linking a field from your halFILE database to a unique key field in your external database you can call data from any number of fields from the external database to automatically fill in the corresponding fields in the current halFILE document being indexed.

To illustrate this feature, consider an insurance database where an external database contains Policy Master information that you do not wish to re-key for each document scanned. You can attach a Policy Number field in your image database to a Policy Number field in your Policy Master database. Then, when you index a document, you key the Policy Number and the Policy Master information is automatically displayed. This information can be searched and updated as well.

To establish Field Lookups, perform the following (refer to diagram below):

1. Select File-Databases from the main menu. 2. Click the "Lookups" button. 3. Select a Lookup number from the first dropdown box. 4. Enter the database name. 5. Select the type of the Lookup database from the Lookup Connect String drop-down box. This is a format of a System or User Data Source name connect string or a File Data Source Name connect string. You must supply the data such as data source name, user id, and password. A Test button is provided to ensure that the database can be opened. 6. Select the Lookup table name. 7. In the "Match Field in halFILE" box, select the field that will match a unique field in the lookup database. 8. In the "Match Field in Lookup" box, select the unique field from the Lookup database that will contain the data identical to that from the field selected in step \#7. 9. From the halFILE Field list, select a halFILE field to be filled by data from the Lookup database. 10. Click "Post To >>" 11. From the Lookup field list, select the corresponding Lookup field from which data will be posted to the halFILE field next to it and click on "<<Post From". 12. When all the halFILE and corresponding Lookup fields have been selected, click Save.

Using Field Links

Field links are used to link two or more multi-entry field entries. When two or more multi-entry fields are linked, the corresponding lines of each of the fields are linked. The first line of one multi-entry field is linked to the first line of the linked multi-entry field(s), the second line to the second line, and so on. This feature is useful in cases where, when the search criteria for the multi-entry fields is entered for linked fields, only criteria from matching line numbers should yield a search "hit".

For example, you have two multi-entry fields named "Names" and "Numbers". You link the two fields. Data is indexed into the database; three lines of data are entered into "Names" and "Numbers" for each document indexed. When searching those documents, if data indexed into the second line of "Names" and the third line of "Numbers" is searched, no search hit will result. If, however, the data in the third line of "Names" and the third line also of "Numbers" are entered into the search criteria, a document will be found.

Follow these steps to establish field links:

1. Select File-Databases.
2. Select a database from the list.
3. Click the Field Links button.
4. All multi-entry fields in that database will be listed.
5. Double click the first field you wish to link.
6. In the "Link Counter" box, select a Link number. Click OK.
7. Double click a field to be linked to the first one.
8. Give it the same link number as the first. You may link more than two fields.
9. When all the required links are established, click OK.
10. In the Database box, click Close.

Setting Up Custom Search formats

The Custom Search feature defines what search fields are available to groups of users, what fields are shown on the Search Hit List, and what is the default search type for each field.

Rules for using Custom Search Formats:

1. To use Custom Search Formats, you must enable security and set up users inside the security system of halFILE.
2. If you add one Custom Search Format, then every user must be a member of one or more Custom Search Formats.

To configure Custom Search:

1. In the Administrator, select File-Databases.
2. Select a database from the list.
3. Click the Custom Search button.
4. In the Custom Search Configuration Wizard, follow the prompts.
5. Click ADD to add a new Custom Search profile.
6. Enter the name for the Custom Search Profile and click OK.
7. Highlight the new Custom Search Profile that was added from the Custom Search Formats list and click NEXT.
8. From the list of available users, select users that should use this format.
9. Click NEXT to proceed to the next tab.
10. The Search Fields screen defines what search criteria fields the user can see. Click ADD ALL to add all the fields, then remove the fields you do not want shown. You cannot add halFILE system fields (PRSTAT, PRDOC, PRTYPE, PRQUEUE). You can add halFILE system document fields (PRSERV, PRMNAME, PRFOLDER) but may wish to suppress them.
11. Click FINISHED to save the Custom Search format.
12. Click NEXT to proceed to the next tab.
13. The Search Type tab defines the default search type when the user goes into search. This is applicable only to halFILE (not e.halFILE). Set the default search type for these fields. Typically, the default search type would be "exact match" except for Names or Remark type fields which are typically "beginning of field".
14. Click NEXT to proceed to the next tab.
15. The Hit list tab defines what fields appear on the Hit List and the Document Information screens in Search. Click ADD ALL to add all the fields. Then remove the fields you do not want them to see. You cannot add halFILE system fields (PRSTAT, PRDOC, PRTYPE, PRQUEUE). You can add halFILE system document fields (PRSERV, PRMNAME, PRFOLDER) but may wish to suppress them.
16. Click FINISHED to save the Custom Search format.

To use Custom Search Formats, you must enable security and set up users inside the security system of halFILE. If you add a Custom Search Format, then every user must be a member of one or more Custom Search Formats.

IMPORTANT: Every user must be in a Custom Search format once one has been defined. So, if not all users belong to the Custom Search Format you just defined, you should immediately add another new Custom Search Format for the remaining users.

Search References

The Search References feature provides a method for performing a document search, then using data within the documents found by that search, performing a second search to find documents that are referenced by the first search.

This feature is set up as follows:

1. Select File-Databases from the Administrator menu.
2. Select the database, then click the References button.
3. Drop down the Reference Set \# box and select Reference Set \#1. You can set up more than one reference set.
4. Drop down the Source Reference Field box listing the database fields. Select the field that contains your Prior Reference data.
5. If the Source Reference Field contains data for more than one Target fields, enter the delimiters, if any, that separates data elements. For instance, if the Source Reference field was named Prior Reference and is keyed as a book number and page number in the form \’123/345\’, the delimiter is \’/\’.
6. From the Primary and Multi-entry field lists in the Target Reference Fields frame, select fields that should be searched using the Source Reference Field. For instance, if the Source Reference Field contains book and page delimited by a slash, then for Target References, you should select the Book field first, then the Page field second.

As you enter information here, the example box at the bottom explains how the system will search for data. Review this to make sure it makes sense.

1. When the screen is filled out correctly, click Save This Reference Set.

Example Your database contains a multi-entry field called \’Prior_Reference.\’ When data is keyed in this field, it is always entered as \’123/456\’ where \’123\’ is the book and \’456\’ is the page. Also in the database, the book field is called \’Book\’ and the page field is called \’Page\’. The Search References screen is filled out as follows:

1. The Source Reference field is \’Prior_Reference\’
2. The delimiter is \’/\’
3. The Target Reference fields are \’Primetable.Book\’ and \’Primetable.Page\’

Establishing Rules For Search References to work correctly, you must establish rules for data entry which must be strictly adhered to. If, for instance, you set your delimiter to \’/\’ but the data entry operator keys a prior reference as \’123;456\’, then the system will be unable to properly parse the field and find the reference documents.

Using Search References Within search, you can find reference documents in three ways.

1. Perform a search and from the hit list, select the menu View_Reference Documents to perform a reference search for every document in the hit list.
2. Perform a search and mark those documents in the hit list for which a Reference Search should be performed. On the menu behind the List Options button there will be a selection for \’View references for marked items\’. This will perform a reference search for every marked document in the hit list.

Or, on the Search Criteria screen, you can check the View Reference checkbox found above the Begin Search button. This will perform the reference search.

Or you can configure the system to ALWAYS perform the reference search when a search of the database is performed using the following set up:

1. In search, select the Tools-Options menu.
2. On the Hit List tab, check the option that reads "Check the View Reference box by default." You can also select the color to be used for references.

Once this is set up, you will find that the View References checkbox defaults to being checked. You may uncheck it to override the option.

Note: On the same Tools-Options form, you can specify the color used when reference documents are shown on the search hit list.

Field Masks

Often, index fields are formatted with special characters. The Field Mask feature lets you set up a mask for these special characters so the format of data entry is shown to the user when the field is keyed and the special characters are automatically inserted. For example, this feature can be used to format social security number or dates. To set up field masks, use the following procedure:

1. Select File-Databases from the Administrator menu.
2. Select the Database and then click the Masks / Auto Fill button.
3. Select the Field Masks tab.
4. Drop down Database Fields List box to select the field to apply a mask to.
5. Enter the mask. Refer to the instructions and examples at the bottom of the screen for more information.
6. Press <tab> to go to the Example box and type in sample data to see how the mask will react when keying data into it.
7. Click the Save Mask button to save the mask for that field.

Mask Characters The following table shows the special characters used to build a field mask:

Mask Examples

Limitations to Field Masking

1. Field masks cannot be applied to multi-entry fields or system fields such as the document number or basket name.
2. When you build the mask, you should make sure that the mask is not larger than the maximum size for the field. In other words, if DepartmentCode was defined with a length of 5, do not use a mask such as ??-???.

Auto Fill

The Auto Fill feature is used to automatically fill in data fields at Index time. There are three types of auto fill as follows:

1. System-wide Auto Fill – these auto fill settings affect every station at index time unless the index user has checked the Tools-Auto Fill-Override System-wide Auto Fill with setting for this station option.
2. Station-level Auto Fill – these auto fill station only affect indexing on the station where they were defined and are only used if the index use has checked the Tools-Auto Fill-Override System-wide Auto Fill with setting for this station option.
3. Re-Import Auto Fill – these auto fill settings are used during the Re-Import of documents and data.

Each of the above has a tab on the File_Databases_Masks/Auto Fill selection.

This feature includes the following Auto Fill options:

1. Current date.
2. Current time.
3. halFILE User ID.
4. Incremented number value.
5. Incremented by number of image pages.
6. Specified data value.

This feature is set up as follows:

1. Select File-Databases from the main menu.
2. Select the Database and then click the Masks / Auto Fill button.
3. Select the appropriate Auto Fill tab.
4. Drop down Database Fields List box and select the field to which you want to apply the Auto Fill.
5. Select the type of Auto Fill to be applied. For the incremented number value options and the specified data value option, an addition box is provided to define the starting value.

ODBC Compliant Data Sources

halFILE is a level 2 compliant ODBC application. This means that you may use any level 2 compliant ODBC driver. However, halFILE is best integrated with Microsoft SQL Server and is capable of creating SQL Server databases and tables without intervention from a database administrator.

Migrating your Preliminary Access database

If you are upgrading to halFILE 3.0 and some of your document databases are still in Access, they must be migrated to an ODBC-complaint database such as SQL Server. Contact Technical Support for help.

Add ODBC

In the halFILE Administrator, the Add ODBC button under the File-Databases menu used to add a pre-existing halFILE database to the configuration for the application. This is normally used by Technical Support.

ODBC Info

The ODBC Info button under the File-Databases menu used to change the configuration for the halFILE document database including the database name and the ODBC user id and password to connect to the database.

Review Layout

This button shows you the format of the database and includes the Save Specification menu so you can save the database layout and use it when creating a new halFILE database.

Verify Setup

halFILE\’s Index Verification feature is used to verify data entry of document information. When a document is verified, the index information is re-entered and the system compares the data fields to the originally keyed data. Verification can be performed on selected fields. To set up the Index Verification feature for a database, select the Verify Setup button behind File-Databases. Here you can enable the Verification feature and select which fields are to be verified. Note that if you are setting up verification and there are documents in a basket that are indexed, you will need to change the status of these documents in order to verify them.

Setting Up Electronic In-baskets

In the halFILE Administrator, the File-Baskets menu selection, or the Baskets button under the File_Databases menu, is used to change the location of an existing basket or define a new basket.

A Basket is an electronic container that holds images. A scanned or imported image is placed into the drive/directory designated by the currently selected basket. Future work on the image, such as indexing and archiving, is performed through this in-basket. Once the image is archived, it is removed from the in-basket.

Defining baskets

1. Go into the halFILE Administrator.
2. Select the File-Baskets menu to list any existing baskets.
3. To change the settings for an existing basket, double click a basket in the list or highlight a basket in the list and click the edit button. To add a new basket, press the Add button at the bottom of the form.
4. Select the person who will use this basket or "All Users" from the Basket assigned to box. If the basket is to be used for indexing documents with no images, check the box provided.
5. The basket location is automatically assigned based on the basket name. This is recommended to ensure that every basket uses a unique location. To locate the images in a different folder, click the Advanced button to open up the bottom portion of the screen for basket location selection. The Advanced button is also used to activate the option where the basket can be designated for non-image documents.
6. In the Advanced section, to change the folder in which the basket is located, click on a folder within the folder box. The path box will reflect the change. To change the drive on which the basket resides, click the drive box. Again the path box will reflect the change. The Create New Folder button is provided to create a folder beneath the current folder displayed in the Basket Location box. For example, if the Basket Location is set to \’C:\HALFILE\BASKETS\’ and the Create New Folder button is clicked, you will be asked to enter a folder name. If you entered \’Monday\’, then a folder called \’Monday\’ is created beneath \’C:\HALFILE\BASKETS" and the Basket Location is set to \’C:\HALFILE\BASKETS\MONDAY\’.

Using a separate folder for every basket is strongly recommended because (1) it helps separate the image files so they can be more easily identified or located if necessary and (2) image files can be located on different drives to better use the disk space available.

7. When the save button is clicked, if any document images exist in the basket, you are asked if they should be moved to the new location. Answer yes to move the images. If you answer no, the path will point to a location where the image cannot be found and an error will result. In this case, the documents must be manually moved to the new folder before they can be used.

UNC Naming Convention

In the Advanced section, the UNC Naming check box refers to Uniform Naming Convention and can be used instead of a drive letter to reference a folder on a network. halFILE provides UNC Check boxes throughout the system like the one you will find in File-Baskets to convert your drive letter designation to UNC. When you check this box, you will see the system convert the drive letter to a \\servname\share name format.

halFILE Workflow

halFILE Workflow provides a way for documents to be routed from user to user through the use of a WorkFlow Basket. A predefined routing path for the document is set up for the Basket to prompt the users of documents in the basket with the next step of the workflow.

halFILE Workflow is totally encompassed within the halFILE product. While halFILE does have some links and hooks where external applications could be executed, the halFILE WorkFlow deals with the flow of documents within halFILE. However, custom modules can be written to fit into the Workflow configuration and facilitate actions beyond halFILE.

Enabling Workflow

The Workflow features are enabled by creating a "workflow" basket. These types of baskets include user defined status indicators to define how the status of a document works and what users can see which documents. The process of setting up a Workflow basket is as follows:

1. Go into the halFILE Administrator.
2. Define a basket for the database that you wish to perform the workflow using the File-Baskets menu.
3. Select the basket and click the Define Workflow button. This will open up the Workflow Setup module.
4. In the Workflow set up, first define the steps of the workflow by going to the Define Steps tab. Click the New button to define a new step and provide a description of the step.

The second tab, E-mail Information, is used to set up e-mail alerts that can be sent to a user when the workflow status reaches a certain point.

Fields can be disabled at any point of the Workflow process. For example, if you are setting up a Claims Review/Approval workflow, the reviewer may only be able to post basic claim information and should not be able to touch the approval fields. This is set up using the Disabled Fields tab.

The New Documents tab is used to define the document status that will be used when a new document is introduced into the system via the scan or import module of halFILE.

The final step of the Workflow set up is to assign steps to users using the Assign Steps tab. Select a user from the drop down list of users having access to this database. Select the initial workflow step that is used to identify the stage of the workflow that a document must be at in order to be selected for this user to index. Finally, select the final workflow step that will be set once the user saves the document in index. Multiple final steps can be selected if you wish the user to be able to make a decision on who should next receive the document.

Once Workflow routing has been defined for a basket, the workflow process will begin as documents are scanned or imported into a workflow basket. The following describes an example of a workflow process.

Workflow Routing Example

James is the scan operator. When a new claim form comes in the mail, James scans it into the Workflow basket of the Claims database. By definition, the status is automatically set to scan-complete as defined on the New Documents tab of the Workflow Setup.

John is the user whose job it is to review new claims to ensure that all the information has been filled in properly. He selects the workflow basket in the Claims database and goes into Index. The system returns the first document having a status of scan-complete, since that is the initial workflow step for John, as defined on the Assign Steps tab. John is only able to key fields related to the Claim information. All the approval fields are grayed out because they were set up this way on the Disabled Fields tab. When John saves the document, he is given a choice of Assigned to Mary or Assigned to George. These are other workflow steps that were set up on the Define Steps tab and were selected as final steps for John on the Assign Steps tab.

Based on departmental procedures, John selects Assigned to Mary when saving the document, because Mary handles claims filed in Texas. An e-mail alert is automatically sent to Mary notifying her of the new claim.

Mary goes into the Workflow basket of the Claims database and is presented with the document because her initial step is defined as selecting those documents with a status of Assigned to Mary. Her index screen has the approval fields enabled. She reviews the claim and perhaps performs some research. She then fills in the appropriate fields and saves the document. She is presented with the following choices: Awaiting Approval or Claim Denied. An e-mail alert is then sent to Dave, the Claims Department Manager.

Dave must give final approval to all claims. When he goes into the Workflow basket, he is presented with the Claim and can enter Final approval information. When he saves the document, the status is set to Awaiting Payment. A custom module is written to scan the Workflow basket and for any approved claims, post a transaction to Quick Books and then set the status to Voucher Prepared.

Kathy in accounting reconciles checks that are prepared in Quick Books to the Approved Claims with a status of Voucher Prepared. After the check run, she goes into the Workflow basket and compares the actual check amount to the claim amount in halFILE. If correct, she sets the status to Paid and saves the record. The status is set to Index-Complete so the document will be archived and removed from the Workflow basket.

Defining Validation Tables

When the data for a scanned document is entered into halFILE, it can be validated against a table.

A Table is a file that contains the valid entries for a particular field in your database. For instance, you could set up a table of valid subdivision codes. When a subdivision is entered into the database, halFILE would verify that it is valid by looking up the value in the table.

You can use validation tables to verify data as it is entered into a database field. This insures that the data is consistently entered into the database. If a field is set up to use a validation table, the table entry keyed must be in the table. Some examples when a validation table could be used include:

State Codes Employee Name Abbreviations SIC Codes County Codes Vendor Codes Subdivisions Document Types Account Numbers Colleges

Validation tables increase the validity of your database by standardizing data entry. These tables force consistency and conformity among all users of the system.

Creating a new validation table

1. Select File-Tables from the main menu. 2. On the table form, select the Create Table button (or select the File-New menu selection) to create a new table. 3. Enter the name of the table.

Adding or editing entries in a table

1. Select File-Tables from the main menu. 2. From the list of validation tables, highlight the table to work with and press the Load Entries button (or double click the table name). This loads the entries into the right-hand box. 3. Press the add entry button to bring up the new table entry form to add a new entry. 4. Double click an entry (or highlight an entry and press the edit entry button) to edit an existing entry. 5. Enter a unique code along with a description of the entry and press the save button.

Searching for an entry

1. List the entries for a table as described above. 2. Press the Find button and enter a partial description to search for. 3. The first entry matching the search criteria is displayed. Press the Find Next button to continue the search. 4. You can also press a letter from the letter box to jump to the first entry with a code beginning with the selected letter.

Deleting an entry in a table

1. Select File-Table from the main menu. 2. From the table list, double click the table for which you wish to delete an entry. 3. Highlight the entry to be deleted and press the delete entry button.

Deleting a table

1. Select File-Table from the main menu. 2. Highlight the table to be deleted. (Do not load the entries for the table you wish to delete because this will \’lock\’ the table and prevent deletion.) 3. Select File-Delete from the menu.

Printing a list of table entries

1. Select File-Table from the main menu. 2. Highlight the table to be printed. 3. Select File-Print from the menu.

To exit the table maintenance routine, select File-Close.

Adding Predefined Tables

Some predefined tables are available that may be useful including:

• Instrument Type Codes (for Title Plant applications)
• Area Codes in the U.S.
• Zip Codes in the U.S.
• States
• Texas Counties
• State API Codes for the U.S.
• State/County API Codes for the US

To add one of these tables to your table database, select File-Add Predefined Table from the Table menu. Then find the appropriate SQL file containing the table entries to be loaded.

Looking Up a Field in a Table

When you are entering data into the database (either in Index or in Search), a question mark will pop up to the right of each table driven field. Clicking on this question mark or pressing F2 lists the valid entries in the table. Here, the page up and page down buttons can be used to move up and down through the table. The ESC key can be pressed to exit the look up without selecting an entry. Double clicking, or pressing the ENTER key, on an entry selects the entry and fills it into the database field.

To search for an entry in the table listed, click on the find button. This displays two boxes. The top drop down list box is used to select the field to search for while the bottom text box is used to enter the data to search for. Once the data to search for is entered, click the search button to begin the search. A find next button will appear to find repeated occurrences of the search criteria.

You can also jump to the entries within the table by entering the first few letters of the table key field. For instance, if a document type field is table driven and has entries of Legal Docs, Letters and Memos, pressing the \’LE\’ key jumps to Legal Docs, pressing the \’MEM\’ key jumps to Memos.

To add an entry into the table, when the desired entry is highlighted, press the ENTER key, double click the entry, or click the INSERT button.

Changing or Adding Reports

halFILE provides an interface to Crystal Reports for designing reports of database information. To use this interface, you must have Crystal Reports 7.0 or higher installed. Reports can be defined either using the File-Reports selection (ALT-F-R) or by selecting the design option from the edit report window within search. Use the File-Reports selection to edit existing reports and to define the location of the Crystal Report program, CRW32.EXE. For new reports, select the Report button from the search hit list. Refer to the Search for Documents section for more information.

Refer to the Crystal Reports manual for information on setting up reports. If you do not have Crystal Reports, hal Systems Corporation will design and implement custom reports for you. Call for pricing.

Defining Drives into which Archive Cartridges are placed

Images for an image database are archived to some type of permanent storage media such as optical or magnetic disk. A drive table containing the drive letters that can contain archive media must be defined. For instance, if a network drive to be used for images is mounted on the computer as drive E:, then drive E: must be placed into the drive table. To define the drive table:

1. Select Configure-Drives from the main menu. 2. Any existing drives are listed along with the cartridge name that the drive currently contains (if any). 3. To add a new drive, press the add button. 4. To edit an existing drive, double click the drive letter or highlight the drive letter and press the edit button. 5. On the drive form, select the drive letter and the drive type from the lists provided. Enter a path prefix or Server Name if your system configuration requires it. Before defining drives, the drives should be mounted and available.

Network considerations - when defining drives on a network system, try to consistently mount or map the drives to the same drive letters on all workstations and for all user logins that use halFILE. Or use Uniform Naming Convention so mapped drives are not necessary.

Defining Cartridges where Document Images are placed

Media storage where "archived" images are permanently called cartridges. This includes magnetic disk, NAS or SANS devices, compact disks (CD-ROM), removable media such as Write-Once Read-Many (WORM). A local hard disk drive, a network hard disk drive, or part or all of a jukebox could be treated as one cartridge. The cartridge table identifies the media so halFILE recognizes and uses it. Before defining cartridges, define the drives that will hold cartridges using Configure-Drives, as described in the preceding section. If you are defining a new cartridge for a removable media, the media should be formatted per the manufacturer\’s specifications.

Defining a cartridge

1. Select Configure-Cartridges from the main menu. This will list any currently defined cartridges. 2. To add a new cartridge, press the add button. To change an existing cartridge, either double click on the cartridge name or highlight the cartridge name and press the edit button. 3. Enter the following information for the cartridge:

Cartridge Name - an eight character unique name of the cartridge. In cases where the cartridge is a Novell mapped drive, this name must be the same as the label for the cartridge. An example of a cartridge name is \’TWCTP001\’ where \’TWC\’ is the application id, TP is the database id and 001 indicates the first cartridge.

Cartridge Description – enter up to a 30 character description of the cartridge. A cartridge description for \’TWC1A\’ would be \’\’Toledo Widgets Cartridge 1 Side A.\’

Type - describes the type of media being used. Clicking the down arrow to the right of the data entry box accesses a drop down list of valid options. Valid types are:

Network drive - this is a shareable magnetic, optical or CD-ROM disk. Local drive - this is a non-shareable local disk. Mapped Network drive - a removable magnetic, optical, or CD-ROM disk that can be \’mapped\’ to a selected drive using Novell\’s MAP command.

Cartridge Prefix - allows for any number of cartridges to be accessed from a single drive letter. For example, you could define CD1, CD2, CD3 etc. on a single drive letter by designating a cartridge prefix of CD1\, CD2\, and CD3\, respectively. It is generally recommended that the cartridge prefix be the same as the cartridge name. The prefix is a folder on the drive so in this example, you should find folders named CD1, CD2 and CD3 on the designated drive. The user must create these folders. The cartridge prefix field should be entered with a trailing backslash.

MB Limit – you can tell the system to limit the amount of space used on the cartridge to a certain value. This is not normally recommended. It is a better practice to use halFILE\’s Auto Cartridge Rotation feature described in Chapter 6 to limit the space used for a cartridge. If this option is used, then enter the megabyte amount to limit the cartridge to. Otherwise, enter zero.

Allow Archives to this cartridge – if you check this box, then halFILE will include the cartridge in the cartridges that can be archived to. When a cartridge is full, you should uncheck this box to prevent archiving to it.

Use this cartridge for auto rotation – check this box if the cartridge is to be included in an auto rotation scheme. See Chapter 6 for more information on Archiving documents and using the cartridge rotation feature.

4. Click the initialize button to initialize the cartridge. The system will ask into which drive the cartridge is placed and then initialize the appropriate information to identify the cartridge.

The system initializes a cartridge by placing a file named OPTICAL.HAL, containing the name of the cartridge, into its root directory. For Juke box systems, it is recommended that the label on the cartridge and the cartridge name be the same. For cartridges of the type Mapped Network Drive, it is mandatory that the volume label and the cartridge name be the same for proper mapping of the cartridge.

View Folder – this button is used to display a list of the folder currently in use for this cartridge.

Recalculate - The Recalculate button is used to calculate how much space is currently in use on the cartridge. This option could take some time to complete as it computes the total space used by examining the size of each document on the cartridge. This button is enabled only when the cartridge rotation feature is enabled.

Current Location - The Current Location button is used to determine the drive location of the cartridge. It examines the drives listed under Configure-Drives and looks for the optical.hal file that identifies the cartridge. The following shows a sample Cartridge Definition form.

Configuring Bar Code Fields

An add-on product called the halFILE Barcode Recognition Server can be used to post bar code information to the halFILE database. A bar code is a special symbol printed on a document consisting of a series of bars that can be interpreted by a computer and converted to a specific value. By placing bar codes on your documents, halFILE can automatically enter information from the bar code into specified database fields during index as well as split a batch of pages into documents during scan. When a database field is to be captured from a bar code, you must teach the system how to recognize the bar code using the Configure-Bar Codes menu selection in the halFILE Administrator.

Bar Codes Types Supported

A variety of bar code types are supported by halFILE. There can be more than one bar code on a page and they can lay in any direction. The ability of the system to recognize a bar code depends primarily on the quality of the document being scanned. The following chart shows the bar codes that are supported by the system. See the chart of Bar Code Types on the next page.

     (-.$/+% and a space)

Setting Up a Bar Code Field

To teach the system how to recognize the bar code, use Configure-Bar Code. The utility lets you select a sample page with the bar code on it to help the system figure out the parameters required for recognition. You can use the Scan icon to scan the sample page.

The Bar Code feature requires a hardware engine from Kofax such as an Adrenaline card or a KF-9210 scanner card.

To configure bar codes, determine the field or fields that will be filled in by reading a bar code and make sure the fields are defined in your database. Then perform the following steps from a scan station.

1. From the halFILE Administrator main menu, select Configure-Bar Codes. You should see the fields that were defined as bar codes listed in the Bar Code Fields box.
2. Click the Open Image button and select the sample image file containing the bar code. This will open up a dialog box showing the bar code properties.
3. A screen shows the bar code parameters needed to correctly interpret the bar code. Recognition should be checked. If you know the bar code type, double click it from the \’Available\’ box to place it into the \’In Use\’ box. If you are unsure of the parameters, click the Learn check box to let the system try to figure out the parameters.
4. When all the bar code parameters are set, click the OK button to continue with the next step.
5. Select a field for which the bar code is to be learned by clicking the field name.
6. Indicate on which page of the document the bar code will be located in the \’Found On\’ box.
7. If you want the bar code to be treated as a patch code, click the interpret bar code as patch code box. A patch code is similar to a bar code. Typically, patch codes are used to indicate the beginning or end of a document. Therefore, by interpreting a bar code as a patch code, you can use a bar code to signal the beginning or end of a document during scan time. If the bar code is interpreted as a patch code, select whether it signals the beginning or the end of a document.
8. A scanner dialog box is displayed to let you set appropriate scanner settings. If the bar code is always located in a particular area of the page, you should set the Picking Rectangle to that area of the page. If Learn Mode is enabled, push the Timeout parameter up to about 60 seconds to allow ample time for recognition to occur. Click the Ok button to scan the page.
9. The page is scanned. If a bar code is detected, the value recognized is displayed in a message box and you are asked if you wish to save the parameters. If no bar code value is displayed, the bar code was not found. In this case, try again, adjusting the parameters until you get recognition. Some parameters that could help improve recognition include the \’Skew\’ and \’Density\’ options.

At this time, Learn Mode does not work for Postnet bar codes. You will have to supply the correct parameters in order to recognize this type.

Bar code recognition can occur at the time a user goes into index documents in a basket or as a background process on a timed schedule. To configure the system to run the Barcode Recognition Server when going into index, the Index Load Execute feature is used. To configure the system to run as a background process, the halFILE Scheduling Server is used to run the Barcode Recognition Server on a timed schedule. For more information, refer to the halFILE Barcode Recognition Server user guide.

For bar codes that are interpreted as Patch Codes and are used to split pages into documents, recognition occurs during scanning by clicking the Auto Split on Patch Code button after the batch of pages is scanned. Again, a KOFAX hardware engine is required for recognition to occur.

Setting Up Custom Features

The following custom features are set up using the Tools-Options menu in the halFILE Administrator.

General

The general tab is used to configure general options for halFILE including:

Date Format – The Date format setting overrides the workstation display format of dates in halFILE. It affects dates in text boxes on the Index and Search screens but does not affect the display of dates in the Search Hit List.

Root Basket Path – the root path under which basket folders will be automatically created.

Crystal Reports Path – the path to the Crystal Reports Designer (CRW32.EXE).

The Image Viewer used on the workstation. Select the viewer type from the drop down list.

System Messaging

The System Message tab is used to enable halFILE\’s messaging system. When messaging is turned on, if there are any messages that have not have reviewed, the user will get a message box showing the messages when they go into the halFILE Manager. This screen also lets an administrator post new messages.

Administrative Reports

This tab is used to configure Crystal Reports that appear on the Reports menu of the Administrator.

Transactions

This tab is used to activate transaction logging of halFILE activity where transactions of halFILE events are recorded (i.e., document search updates to index data, changes in user permissions, removal of documents, etc.). This tab is also used to purge historical transaction information and print reports of activity. Transactions posted are listed in the table below.

Security/Versions

The Security tab of the Tools_Option menu is used to set up the following security options.

Use halFILE Integrated Security - allows the halFILE user login to be synchronized with the login to the Windows Server-based Network environment. This option requires that the User/Passwords to be used on the network be stored in the Users table in the halFILE System. When this option is checked, users will be automatically logged into halFILE when they go into the halFILE Manager. If the Windows user id does not exist in the halFILE Users table, the user will receive an invalid user id or password message and cannot get into the halFILE Manager. Setting this option on this screen sets the feature up for all users on all stations.

Use Active Directory Integration – this option not only allows the halFILE user to by synchronized with the Windows login but also lets you set up groups of users in halFILE that match groups in Windows Active Directory. If a user is a member of a group, then that user inherits the halFILE security privileges for the group. This way, you do not need to define each individual user in halFILE. For more information, see the Active Directory Integration section in the Security Chapter of this manual.

Use ODBC Integrated Security - allows connections to the SQL Server over ODBC to use the halFILE User/Passwords. This option requires that the User/Passwords set up in halFILE be added to the SQL Logins in SQL Server. This feature is available for Microsoft SQL Server Only. Setting this option on this screen sets the feature up for all users on all stations.

Version Control - defines how Associated Documents like Word or Excel are treated when a user accesses them in Search. This defines whether or not users can edit existing halFILE Associated Documents. See Version Control section of the Associate Documents chapter near the end of this document for more information.

FTP Setup

This tab is used to set up FTP connections and is typically used by hal tech support personnel.

HFDeliver

Used to define components that will be delivered to the local workstation when a user goes into halFILE. This is used by the Update Service to roll updated components out to workstations.

Menus

Defines custom menus on the halFILE Manager and/or Administrator menus.

Admin Status

Defines how the status indicators at the bottom of the halFILE Manager operate.

HALFILE.INI

HALFILE.INI, a file located in the Windows default directory, contains special parameters used by halFILE that let you customize the system. This explains the entries and how they are used. While you can use a text editor or Windows Notepad to change this file, most of these settings are controlled by the Tools-Options menu selections. The lines in italics are the description of the line and do not go into HALFILE.INI.

halFILE For Windows section

The halFILE for Windows section contains the following information:

\[halFILE For Windows\] Section header that identifies the section.

Scan Station=B A unique alphabetic character to identify the scan or import station. This can be set under Configure_Station in the Administrator.

Name of Application=halFILE for Windows The name of the application shown on the main title bar. This line is automatically entered when the program is run the first time, but it can be changed.

Program Directory=<path to HALFILE.EXE> The directory where halFILE.EXE is loaded. This entry is made for you the first time you run halFILE for Windows.

Report Directory=<Crystal Report directory> The location of the Crystal Report program, CRW32.EXE. This can be maintained within halFILE using File-Report. For instance, if the location of the CRW.EXE is C:\CRW, this line should read \’Report Directory=C:\CRW\\’. (Include the backslash character at the end of the path name).

MailSendApp=<path and file name of the mail utility> Typically this will be set to halmail.exe in the halFILE program folder.

OCRSendApp=<path and file name of the OCR utility> Typically this will be set to halocr32.exe in the halFILE program folder. Note that this program requires Imaging Professional for Windows.

Current Section

The Current section of halfile.ini contains the following information:

\[Current\] Section header for current information.

Application=<application id> Most recently used Application id. This is the application that was last opened by halFILE on this computer. This is automatically maintained by halFILE.

Document Type=<document id> Most recently used Database id This identifies the image database that was last opened by halFILE on this computer. This is automatically maintained by halFILE.

Basket=<basket name> Most recently used Basket. This identifies the basket that was last opened on this computer. This is automatically maintained by halFILE.

Duplicates=<true or false> This option is maintained by the Edit-Duplicates option in Index.

LastDeliverPacket=<counter> This indicates the last delivery of updated halFILE programs or modules to this station and corresponds to the Delivery Packet indicated in hfdeliver.ini in the halFILE program folder.

Todays Date=<true or false> This option is maintained by the Edit-Todays Date option in Index.

Execute Section

\[Execute\] The Section header.

ExitApplication=<exit application> The path and file name of the application to run when halFILE exits.

Special HALFILE.INI Hooks

To configure halFILE to execute an external application when you save a record in index, use the IndexExecute option in the database section of halfile.ini as follows:

\[aaaHFWdd\] The section name where \’aaa\’ is the application id and \’dd\’ is the document type id.

IndexExecute=<path and file name of the application to execute> The path and file name of the application to run when halFILE saves a record in Index can be defined by the Index module\’s Tools-Options menu.

HALFILE.INI Entries for Attached Tables

A section in HALFILE.INI enables a \’pop-up\’ search feature fields that are linked to an externally attach table. For instance, if you were linking a Policy Number from your image database to a Policy Number in an external Policy Master Database, these HALFILE.INI entries make the question mark icon appear when the Policy Number field is active. Clicking the question mark icon will display the information from the external table and let you search and select information within the table. The following sample entries placed into HALFILE.INI illustrates how this feature is enabled.

\[aaaHFWdd\] This section header identifies the halFILE database. \’aaa\’ is the application id and \’dd\’ is the document type. \’TSTHFWIM\’ would be entered if the application was \’TST\’ and the database document type identifier was \’IM\’. You must include a section for each image database that has a link to an externally attached table.

ExternalDatabaseName=<file name> The external attach database file name. If the Microsoft Access database \’POLICY.MDB\’ was the attached table, you would enter \’ExternalDatabaseName=POLICY.MDB\’ on this line.

ExternalDatabasePath=<PATH NAME> The directory where the external database resides. For instance, if the POLICY.MDB file is located in C:\POLICY, then this line would read \’ExternalDatabasePath=C:\POLICY\\’. Be sure to include the backslash at the end of the path.

LookupTable=<Microsoft Access Table name> Enter the table name within the external database that is attached. For instance, if the POLICY.MDB database included a table named \’Policy Master\’ that was being attached, this line would read \’LookupTable=Policy Master\’.

LookupString=<field number 1>;<field length 1;<field number 2>;<field length 2>.... The lookup string identifies what fields will appear on the pop-up form and how many characters should be displayed from each field. For example, if you wanted to display the first 3 fields from the Policy Master table and those fields were \’Policy Number\’, \’Last name\’ and \’First name\’, you would enter \’LookupString=0;10;1;20;2;15\’. The pop-up form would then include ten characters of the Policy Number (field 0 in the table), twenty characters of the Last name (field 1) and fifteen characters of the First name (field 2).

LookupTitleBar=Policy Holders This line indicates the message that appears in the title bar of the pop-up box.

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4

CAPTURING DOCUMENTS

Capturing documents is the method by which images are placed into the system. halFILE provides several methods for capturing documents including (1) scanning pages using a digital scanner, (2) importing compatible image files from disk, (3) capturing printed output from another application, and (4) sending Office Documents to halFILE.

Scanning Pages

	Scanning is performed using the menu selection FILE-SCAN or selecting the scan icon shown here. Scanned pages are placed into the basket selected at the top right side of the halFILE Manager. After a batch of pages is scanned, they can be grouped into individual documents. The first time you select this menu you will be asked:

select scanner interface for this station 1=Kofax, 2=Twain, 3=Twain/Pro

You should select the interface that is set up and working for the station. Kofax should be selected when you are using a Kofax Image Controls scanner interface card (Adrenaline or KF-Series) or the Kofax Adrenaline Image Processing Software Engine. TWAIN interface is a common software interface that is delivered with most SCSI scanners. Select Twain if you are using a TWAIN scanner without Imaging Professional or Imaging 2.7 or later. Select Twain/Pro when using Imaging Professional or Imaging 2.7 or later.

Preparing to scan

Before clicking on the scan icon, select the application, database and basket using the drop down boxes at the top of the halFILE Manager.

Page preparation

Before loading the scanner with paper, be sure all staples and paper clips have been removed. Pages that are torn or folded severely should not be placed through the Automatic Document Feeder (ADF). Instead, place these on the flatbed or make a copy of them and scan the copy.

When using the ADF, be aware of the scanner\’s capabilities. Placing too many sheets of paper into the scanner may cause paper jams.

== Kofax Scanning== The screen below shows the control panel for Kofax-based scanning.

Changing the Scanner Parameters

1. Select Configure-Scanner from the menu or press the Scanner Settings button in the Settings frame. This includes selection of paper size (letter, legal, etc.), paper source (Flatbed, Automatic Document Feeder), resolution (200 dots per inch, etc.). 2. Change the settings as needed and press the OK button. 3. To save these settings as the default, press the Save Settings button in the Settings frame.

The following explains some of the parameters available. The options available depend on the scanner model in use.

Paper size - the size of the paper being fed into the scanner. You should set the paper size correctly to ensure that the entire page is scanned.

Source - set to flatbed, if your scanner has one, if you want to lay the page flat on the scanner glass. Set to ADF if you want to feed a stack of pages through the automatic document feeder.

Destination - if the scanner is capable of routing the paper to different output bins, this option will select the bin.

Resolution (DPI) - typical settings include 150, 200, 240, 300 or 400 dots per inch. Normally, the higher the resolution setting, the better the image quality. However, the image file size is larger. The suggested setting for normal hand-written or typed documents is 200 dpi. Higher resolution may be required for pages that will be read using an OCR engine or that contain bar codes. Setting the resolution too high on large sized documents may prevent the page from being scanned because of insufficient memory. This is dependent on the scanner card or scanner software driver being used.

Rotation - this will rotate the image before saving. This could be useful in improving scan performance by scanning pages in sideways to reduce the length of the scan path, then saving them after rotation.

Mode - if the scanner is capable of dual page scanning, set this to Duplex for two-sided documents.

Dual Page scanning involves scanning both sides of the page when the paper passes through the scanner.

Orientation - defines the orientation of the page being scanned (portrait or landscape).

Picking Rectangle enabled this if you wish to scan only a portion of the page. Once this option is checked, the rectangle to scan is using the associated top, bottom, left and right boxes. These can be entered in either pixels (dots per inch) or inches.

General Scanning Procedure

1. Use the Scanner Settings button on the Settings frame to set the proper parameters for scanning. 2. Place the pages in the scanner. 3. Select the Batch style to use when scanning on the Batch frame. Click Single page documents if all of the documents being scanned are one page in length. Click Multi page documents if the documents are of different lengths or if a single multi-page document is being scanned. 4. Select the appropriate Page handling style on the Page handling frame. Click one pass, front only if the pages have print only on the front side or if a duplex scanner is being used and the pages have print on both sides. Click two pass, front/back if the pages have print on the front and the back and you are using a single-sided scanner. 5. Click Begin Scan to start scanning pages. 6. When all the pages that were placed in the scanner are scanned, the following message is displayed:

The scanner is empty. To scan more pages, place them in the scanner then click YES. Scan more pages? YES, NO, CHANGE PARAMETERS

Select No if there are no more pages to be scanned in this batch. If there are more pages to scan, place the pages in the scanner and click Yes. If there are more pages to scan but the scanner parameters must first be changed, place the pages in the scan and select Change Parameters. Change the scanner parameters as necessary and when OK is clicked, the pages will be scanned. 7. Once you have selected No to the above question, you will be asked the following:

Keep these images?

Answer Yes to save the images. If you answer No, all of the image files that were scanned are removed. 8. The temporary image numbers for the pages that were scanned are loaded into a list box. You can review the images by clicking on the number. Insert, replace and delete buttons are available to add, replace or remove the selected image. 9. If the Batch style was \’single page documents\’, then you can click the Done button to save the images as their permanent document number. Document numbers are assigned sequentially by the system. 10. If the Batch style was \’multi page documents\’ then you can group documents by finding the last page of a document and clicking the end of document button. See \’Stapling pages into documents\’ below for more information.

Scanning two-sided documents with a duplex scanner

Some scanners are capable of scanning both sides of the page at the same time. These are called duplex scanners. To use duplex scanners to scan two-sided documents: 1. Click the Scanner Settings button on the Setting frame to activate the scanner setup dialog box. 2. Normally, in the upper right corner of this box is a Mode frame with options for Single-sided or Duplex. If Duplex is inactive then either your scanner is not capable of duplex scanning or the scanner was improperly configured when ImageControls was installed. 3. Click the Duplex option and then click OK to close the setup box. 4. Make sure the Page handling option is set to \’one pass, front only\’. 5. Click Begin Scan.

Scanning one-sided documents with a duplex scanner

1. Click the Scanner Settings button on the Setting frame to activate the scanner setup dialog box. 2. Click the Single-sided option and then click OK to close the setup box. 3. Make sure the Page handling option is set to \’one pass, front only\’. 4. Click Begin Scan.

Scanning two-sided documents with a simplex scanner

If you do not have a duplex scanner but need to scan two-sided documents, use the following procedure: 1. Turn on the double sided button located in the Pages frame. 2. Press begin scan to scan the front sides of the documents. 3. When all the front sides have been scanned, flip the pages over and scan the back sides. The pages are automatically collated for you in the correct order.

Scanning a batch of single page documents

If the pages to be scanned are multiple documents, each being a single page, use the following procedure. 1. Turn on the single page documents button located in the Batch frame. 2. Load the scanner and press the Begin Scan button. 3. When the batch is saved, each page becomes a document.

Stapling pages into documents

If the pages scanned represent many multi-page documents, the pages must be grouped into documents. This process is called stapling. To staple documents. use the following procedure. 1. Turn on the multi page documents button in the Batch frame. 2. Once a batch of images is scanned, the temporary image number that has been assigned to each page is listed in the image list box in the upper right corner. 3. Page through the images using the Down arrow key or by clicking the image number in the list box. This displays the image in the image window on the left. 4. When the last page of a document is found, click on the End of Document button or press the F5 key. The pages for that document are then stapled and placed into the basket. 5. Continue this process until all pages in the batch have been assigned to a document.

This process staples the images into separate, multi-page documents. Each page within a document is assigned a file name consisting of this 8-digit image number with an extension of the page number.

Staple Preview Option

The Staple Preview option can be turned on behind the Tools-Options tab of the scan module. With this option, the above stabling procedure is the same, except instead of immediately removing stapled documents from the list, the staple point (when F5 or End of Document is pressed) is marked with <end of doc>. If a mistake is made during stapling, you can return to the staple point and press F5 again to remove the <end of doc> marker. When all the staple points have been defined, click Done to actually perform the stapling process.

Note that once the Staple Preview option is enabled, then it is used for all databases in the scan and import modules.

Removing a page from a batch

1. Highlight the image number in the image list box. 2. Press the delete button to remove the page from the batch. This deletes the image from the in-basket and removes the file from disk.

Inserting pages into a batch

1. Highlight the image number in the image list box before which the page to be inserted will be placed. 2. Press the insert button to scan a new page and insert it into the list.

Replacing a page in a batch

1. Highlight the image number in the image list box that should be replaced. 2. Press the replace button to scan a new page and replace the selected image.

Deskewing pages during scan

Deskew is the process of recognizing that a page was misaligned when fed through the scanner, then correcting the angle to improve image quality. Correction for deskew of up to 16 degrees is possible.

To use the deskew feature:

1. Before scanning, select Configure-Deskew to load the dialog box for deskew options. 2. Check both the Detection enable check box and the Correction enable check box. 3. The default minimum angle of 0 degrees and maximum angle of 16 degrees normally work well. These can be adjusted for particular needs. 4. Click OK to exit the Deskew dialog box. 5. Scan the pages. 6. If a memory error occurs, your KOFAX card may not have enough memory to cache images and deskew at the same time. In this case, change the scanner parameters using the Change Settings button on the scanner parameter form and set Pre-Scan Cache to zero.

Even after scanning without the deskew option, a crooked page can be deskewed by pressing the deskew button located in the tool bar.

Image deskew is available at scan t in halFILE only when a KOFAX hardware or software engine is present in the computer.

Removing the black border from pages during scan

Black Border Removal is the process of identifying and removing the black border generated by some scanners.

To use the Black Border Removal feature:

1. Before scanning, select Configure-Black Border Removal to load the dialog containing the Black Border Removal options.
2. Check the Enable check box.
3. If you wish to crop the black border, check the Crop check box.
4. You can adjust the White Noise Gap as needed but should test the option before going into full production.
5. Click OK to exit the Black Border Removal dialog box.
6. Scan the pages.
7. If a memory error occurs, your KOFAX card may not have enough memory to cache images and black border removal at the same time. In this case, change the scanner parameters using the Change Settings button on the scanner parameter form and set Pre-Scan Cache to zero.

Removing shaded areas from pages during scan

Deshade is the process of identifying and removing the shaded portions of the image.

To use the Deshade feature:

1. Before scanning, select Configure-Deshade to load the dialog containing Deshade options.
2. Check both the Enable Detection and Enable Removal check boxes.
3. You can adjust the width and speckle parameters as needed but should test the options before going into full production.
4. Click OK to exit the Deshade dialog box.
5. Scan the pages.
6. If a memory error occurs, your KOFAX card may not have enough memory to cache images and deshade at the same time. In this case, change the scanner parameters using the Change Settings button on the scanner parameter form and set Pre-Scan Cache to zero.

Despeckling pages during scan

Despeckle is the process of removing tiny dots that may appear on the image.

To use the Despeckle feature:

1. Before scanning, select Configure-Despeckle to load the dialog containing Despeckle options.
2. Check the Enable check box.
3. You can adjust the height and width parameters as needed but should test the option before going into full production.
4. Click OK to exit the Despeckle dialog box.
5. Scan the pages.
6. If a memory error occurs, your KOFAX card may not have enough memory to cache images and despeckle at the same time. In this case, change the scanner parameters using the Change Settings button on the scanner parameter form and set Pre-Scan Cache to zero.

Enhancing the edges of characters during scan

Edge Enhancement is the process of enhancing the edges of lines and characters to improve image quality.

To use the Edge Enhancement feature:

1. Before scanning, select Configure-Edge Enhancement to load the dialog containing the Edge Enhancement options.
2. Check the Enable check box.
3. Highlight the image filters that you wish to include.
4. Click OK to exit the Edge Enhancement dialog box.
5. Scan the pages.
6. If a memory error occurs, your KOFAX card may not have enough memory to cache images and edge enhancement at the same time. In this case, change the scanner parameters using the Change Settings button on the scanner parameter form and set Pre-Scan Cache to zero.

Removing the lines from pages during scan

Line Removal is the process of identifying and removing the horizontal and/or vertical lines on the page. This is typically used to remove form lines.

To use the Line Removal feature:

1. Before scanning, select Configure-Line Removal to load the dialog containing the Line Removal options.
2. Check either or both the Enable Horizontal and Enable Vertical check boxes.
3. You can adjust the options as needed but should test the option before going into full production.
4. Click OK to exit the Line Removal dialog box.
5. Scan the pages.
6. If a memory error occurs, your KOFAX card may not have enough memory to cache images and line removal at the same time. In this case, change the scanner parameters using the Change Settings button on the scanner parameter form and set Pre-Scan Cache to zero.

Removing streaks from pages during scan

Streak Removal is the process of identifying and removing the streaks from the image.

To use the Streak Removal feature:

1. Before scanning, select Configure-Streak Removal to load the dialog containing the Streak Removal options.
2. Check the Enable check box.
3. You can adjust the Streak Width parameter as needed but should test the option before going into full production.
4. Click OK to exit the Streak Removal dialog box.
5. Scan the pages.
6. If a memory error occurs, your KOFAX card may not have enough memory to cache images and streak removal at the same time. In this case, change the scanner parameters using the Change Settings button on the scanner parameter form and set Pre-Scan Cache to zero.

Inverting (reversing) the image during scan

Inverting is the process of reversing the black and white color on the image.

To invert the images during scan (flip the black and white):

1. Before scanning, select Configure-Invert to check the invert option.
2. Scan the pages.

Stapling Pages into Documents using Bar Codes

Pages can be automatically grouped into documents when a Bar Code, interpreted as a Patch Code, appears on the first or last page of each document. To use this feature:

1. Define a field in your database as a Bar Code. 2. Using Configure-Bar Codes, specify that the field is to be interpreted as a patch code and designate whether the Bar Code appears on the first or last page of the document. Within Configure-Bar Codes, scan a sample document to be sure the system can recognize the Bar Code. 3. Scan a batch of documents that contain the bar code in the same way a normal batch of documents is scanned. 4. After the entire batch is scanned, a button called Auto Split on Patch Code is displayed. Click this button and system will automatically group the pages into documents. 5. After all the pages have been processed, a count of the documents found will be displayed. Verify this count against the number of documents scanned to be sure the documents were properly split.

Barcode Recognition is available in halFILE only when a KOFAX hardware or software engine is present in the computer.

Printing during Stapling

Documents can be configured to print immediately after stapling. This option is configured on the General tab of the Tools_Options menu.

Summary of scan menu selections

The following summarizes the menu selection within the scan routine.

File-Configure Engine - selects the hardware or software engines used to scan. File-Select Scanner - selects the scanner model being used. File-Close - exits the scan routine and returns to the main window. Configure-Scanner - loads a dialog box containing the scan options. Configure-Advanced - used to configure advanced features of the scanner such as dithering and photograph handling. Configure-Auto Split - when barcode recognition is turned on, clicking this menu selection will call up a dialog box where you can set the software to automatically group pages into documents based on the location of the barcode. Configure-Deskew - loads a dialog box to configure deskew options. Configure-Black Border Removal - configures options for black border removal. Configure-Deshade - loads a dialog box to configure deshade options. Configure-Despeckle - loads a dialog box to configure despeckle options. Configure-Edge Enhancement - configures options for edge enhancement. Configure-Line Removal - loads a dialog box to configure line removal options. Configure-Streak Removal - configures streak removal options. Configure-Invert – toggles the image invert (reverse) option. Configure-Reset - re-initializes the scanner and scanner driver. Help - display on-line help information.

Note: Configure menu options, such as deshade, black border removal, line removal, etc., adjust the image. You should experiment with these options to see how they can improve your image quality before going into production.

== TWAIN Scanning== When you select the TWAIN scanner interface the screen below is shown. If you are not using Imaging Professional for Windows, most of the options on the Settings form will be disabled and the TWAIN Interface is used to configure these settings. (It will pop up when you click Begin Scan with the Show twain dialog option checked).

Changing the Scanner Parameters

1. The most commonly used settings for the scanner are in the drop down boxes on the scanner control panel screen shown above. You can also select File-Scan Setting from the menu or press the Scanner Settings button to load the TWAIN scanner settings interface for your particular scanner. This includes selection of paper size (letter, legal, etc.), paper source (Flatbed, Automatic Document Feeder), resolution (200 dots per inch, etc.), Image Type, Compression Type, and Compression Info. There are also brightness and contrast slide bars. 2. To save these settings as the default, press the Save Settings button in the Settings frame.

The following explains some of the parameters available. The options available depend on the scanner model in use.

Source – the paper source - flatbed, automatic document feeder (ADF), ADF Duplex scan.

Paper size - the size of the paper being fed into the scanner. This may be behind the scan area tab for some scanners.

Resolution (DPI) - typical settings include 150, 200, 240, 300 or 400 dots per inch. Normally, the higher the resolution setting, the better the image quality. However, the size of the image file is larger. The suggested setting for normal hand-written or typed documents is 200 dpi. Higher resolution may be required for pages that will be converted using OCR, that have bar codes that will be recognized, or that are color.

Image Type - this defines the type of documents being scanned and range from color to black and white text.

Compression Type – this describes how the image will be compressed. Typically for black and white documents you should select Group 4 2D to get the best compression possible. You should try to avoid setting this to No Compression.

Compression Info – this provided options for scanning based on the compression type selected.

Show twain dialog – check this box to load the twain settings options dialog box before the pages are scanned. This is useful for reviewing or change custom settings for your scanner that may not appear on the control panel.

Image Preview - check this box to show the images in the view window as they are scanned. Note that on certain TWAIN scanners, enabling image preview will cause scanner errors.

Deskew – check this box to deskew crooked images during scan.

Despeckle – check this box to remove speckles from images during scan.

Crop – check this box to remove white space border around the image.

Invert – check this box to reverse black and white color on the image.

Delete blank page threshold – this provided a box to enter a byte value. If the scanned image is smaller then the designated number of bytes, then the system assumes it is a blank page and deletes the image. Deleted images are marked as deleted in the page list so the user can see what pages were deleted. A Delete Blanks Page button is provided to remove these from the list. This button should be clicked after reviewing the deleted pages and before the stapling process begins.

Brightness – controls the brightness/darkness levels for the scanner.

Contrast – controls the contrast levels for the scanner.

General Scanning Procedure

1. Use the Scanner Settings button on the Settings frame to set the proper parameters for scanning. 2. Place the pages in the scanner. 3. Select the Batch style to use when scanning on the Batch frame. Click Single page documents if all of the documents being scanned are one page in length. Click Multi page documents if the documents are of different lengths or if a single multi-page document is being scanned. 4. Select the appropriate Page handling style on the Page handling frame. Click one pass, front only if the pages have print only on the front side or if a duplex scanner is being used and the pages have print on both sides. Click two pass, front/back if the pages have print on the front and the back and you are using a single-sided scanner. 5. Click Begin Scan to start scanning pages. 6. When all the pages that were placed in the scanner are scanned, the following message is displayed:

The scanner is empty. To scan more pages, place them in the scanner then click YES. Scan more pages? YES, NO, CHANGE PARAMETERS

Select No if there are no more pages to be scanned in this batch. If there are more pages to scan, place the pages in the scanner and click Yes. If there are more pages to scan but the scanner parameters must first be changed, place the pages in the scan and select Change Parameters. Change the scanner parameters as necessary and when OK is clicked, the pages will be scanned. 7. Once you have selected No to the above question, you will be asked the following:

Keep these images?

Answer Yes to save the images. If you answer No, all of the image files that were scanned are removed. 8. The temporary image numbers for the pages that were scanned are loaded into a list box. You can review the images by clicking on the number. Insert, replace and delete buttons are available to add, replace or remove the select image. 9. If the Batch style was \’single page documents\’, then you can click the Done button to save the images as their permanent document number. Document numbers are assigned sequentially by the system. 10. If the Batch style was \’multi page documents\’ then you can group documents by finding the last page of a document and clicking the end of document button. See \’Stapling pages into documents\’ below for more information.

Scanning two-sided documents with a duplex scanner.

Some scanners are capable of scanning both sides of the page at the same time. These are called duplex scanners. To use duplex scanners to scan two-sided documents: 1. Click the Scanner Settings button on the Setting frame to activate the scanner setup dialog box or check the Show twain dialog before scanning check box. 2. Select the ADF-Duplex option. 4. Make sure the Page handling option is set to \’one pass, front only\’. 5. Click Begin Scan.

Scanning one-sided documents with a duplex scanner.

1. Click the Scanner Settings button on the Setting frame to activate the scanner setup dialog box or check the Show twain dialog before scanning check box. 2. Click the ADF option and then click CLOSE to close the setup box. 3. Make sure the Page handling option is set to \’one pass, front only\’. 4. Click Begin Scan.

Scanning two-sided documents with a single sided scanner

If you do not have a dual-page scanner but need to scan two-sided documents, use the following procedure: 1. Turn on the double sided button located in the Pages frame. 2. Press begin scan to scan the front sides of the documents. 3. When all the front sides have been scanned, flip the pages over and scan the back sides. The pages are automatically collated for you in the correct order.

Scanning a batch of single page documents

If the pages to be scanned are multiple documents, each being a single page, use the following procedure. 1. Turn on the single page documents button located in the Batch frame. 2. Load the scanner and press the Begin Scan button. 3. When the batch is saved, each page becomes a document.

Stapling pages into documents

If the pages scanned represent many multi-page documents, the pages must be grouped into documents. This process is called stapling. To staple documents. use the following procedure. 1. Turn on the multi page documents button in the Batch frame. 2. Once a batch of images is scanned, the temporary image number that has been assigned to each page is listed in the image list box in the upper right corner. 3. Page through the images using the Down arrow key or by clicking the image number in the list box. This displays the image in the image window on the left. 4. When the last page of a document is found, click on the End of Document button or press the F5 key. The pages for that document are then stapled and placed into the basket. 5. Continue this process until all pages in the batch have been assigned to a document.

This process staples the images into separate, multi-page documents. Each page within a document is assigned a file name consisting of this 8-digit image number with an extension of the page number.

Staple Preview Option

The Staple Preview option can be turned on behind the Tools-Options tab of the scan module. With this option, the above stabling procedure is the same, except instead of immediately removing stapled documents from the list, the staple point (when F5 or End of Document is pressed) is marked with <end of doc>. If a mistake is made during stapling, you can return to the staple point and press F5 again to remove the <end of doc> marker. When all the staple points have been defined, click Done to actually perform the stapling process.

Note that once the Staple Preview option is enabled, then it is used for all databases in the scan and import modules.

Removing a page from a batch

1. Highlight the image number in the image list box. 2. Press the delete button to remove the page from the batch. This deletes the image from the in-basket and removes the file from disk.

Inserting pages into a batch

1. Highlight the image number in the image list box before which the page to be inserted will be placed. 2. Press the insert button to scan a new page and insert it into the list.

Replacing a page in a batch

1. Highlight the image number in the image list box that should be replaced. 2. Press the replace button to scan a new page and replace the selected image.

Deskewing pages during scan

Deskew is the process of recognizing that a page was misaligned when fed through the scanner, then correcting the angle to improve image quality..

With the TWAIN interface, deskewing is performed as follows 1. Before scanning, check the Deskew box. 2. Scan the pages. 3. If an error occurs, this may indicate that Imaging Professional for Windows is not installed on the computer. This is required for the deskew feature.

Even after scanning without the deskew option, a crooked page can be deskewed by pressing the deskew button located in the tool bar if the Image Viewer.

Despeckling pages during scan

Despeckle is the process of removing tiny dots that may appear on the image.

With the TWAIN interface, despeckling is performed as follows 1. Before scanning, check the Despeckle box. 2. Scan the pages. 3. If an error occurs, this may indicate that Imaging Professional for Windows is not installed on the computer. This is required for the despeckle feature.

Even after scanning without the despeckle option, a crooked page can be despeckled by pressing the despeckle button located in the tool bar if the Image Viewer.

Cropping pages during scan

Cropping is the process of removing extraneous white space around the edge of the image.

With the TWAIN interface, cropping is performed as follows 1. Before scanning, check the Crop box. 2. Scan the pages. 3. If an error occurs, this may indicate that Imaging Professional for Windows is not installed on the computer. This is required for Cropping.

Inverting (reversing) images during scan

Inverting is the process of reversing the black and white color on the image.

With the TWAIN interface, image inverting is performed as follows 1. Before scanning, check the Invert box. 2. Scan the pages. 3. If an error occurs, this may indicate that Imaging Professional for Windows is not installed on the computer. This is required for Cropping.

Image deskew, despeckle, crop and invert features are available in the halFILE TWAIN scan module only when Imaging Professional for Windows is present on the computer.

Printing during Stapling

Documents can be configured to print immediately after stapling by placing the Documents can be configured to print immediately after stapling. This option is configured on the General tab of the Tools_Options menu.

Summary of TWAIN scan menu selections

The following summarizes the menu selection within the scan routine.

File-Select Scanner - selects the scanner to use. File-Scan Preferences - used to customize compression settings. File-Scan Settings – used to activate the TWAIN scanner settings dialog window. Help - display on-line help information.

== Streamlined Scanning== The TWAIN scan module also provides streamlined scanning features that can be used to quickly perform your work. These features are described in the following sections.

Scan and E-mail

You can configure you\’re the TWAIN Scan Module to scan and e-mail a document. It will even prompt you for information that can be placed in the body of the e-mail. This feature is configured using hftwain32.ini. A section can be set up with the values for e-mailing the scanned document. The command line: hftwain32 <section> can then be run to perform the scan and e-mail. The following describes the settings required in hftwain32.ini to make this work. The comments to the right in red are not included in the ini file.

\[Email\] The section header used on the command line. Action=EMAIL "EMAIL" tells the scan module to scan and email TempFolder=c:\windows\temp\ The temporary folder where images are scanned to From=tomh@halfile.com The default from e-mail address Subject=Scanned Image The default subject of the e-mail Body0=File_No=\#prompt\# The first line of the body of the e-mail. The \#prompt\# tells the system to prompt the user for the value. Body1=Company_Id=\#prompt\# Body2=Date_Scanned=\#now\# The \#now\# tag places the current date/time into the body line.

You can configure as many Bodyn keys as needed to build the body of your e-mail.

When the command line "hftwain32 Email" is run, the scan module scans the document, loads prompts for File_No and Company_Id, and loads the e-mail program. The e-mail will look similar to the following screen.

Scan and FTP

You can configure you\’re the TWAIN Scan Module to scan and FTP a document. FTP stands for File Transfer Protocol and is a method of sending documents over the Internet to another site. This feature will even prompt you for information that can be placed into a tag file that is sent along with the images. This is configured using hftwain32.ini. A section can be set up with the values that tell how to FTP the scanned document. The command line: hftwain32 <section> can then be run to perform the scan and FTP. The following describes the settings required in hftwain32.ini to make this work. The comments to the right in red are not included in the ini file.

\[FTP\] The section header used on the command line. Action=FTP "FTP" tells the scan module to scan and FTP TempFolder=c:\windows\temp\ The temporary folder where images are scanned to halFTPSection=ImageSend Set this to the section of halftp.ini that contains the FTP instructions. This is described below. halFTPPath=e:\hfw14sql\halftp.exe The path and filename for the halftp.exe program. Index0=File_No=\#prompt\# The first line of the tag file that is sent with the images. The \#prompt\# tells the system to prompt the user for the value. Index1=Company_Id=\#prompt\# The second line of the tag file. Index2=Date_Scanned=\#now\# The \#now\# tag places the current date/time into the tag file.

You can configure as many Indexn keys as needed to build the body of your e-mail.

When the command line "hftwain32 FTP" is run, the scan module scans the document, prompts for File_No and Company_Id, and FTPs the images and tag file to the designated folder on the FTP server. The image file will be a multi-page TIFF image named hfwnnnnn.TIF. The associated tag file is named HFWnnnnn.TXT. nnnnn is an incremented counter. In this example, the tag will contain the following.

File_No: 12345 Company: ABC Scan_Date: 11/24/2001 3:19:11 PM

HALFTP.INI

HALFTP.INI contains the instructions for the FTP program, HALFTP.EXE, to send the files. These entries are described as follows.

\[ImgServer\] The section name FTPServer=ftp.sitename.com The name of the FTP server FTPUser=testuser A valid user to connect to the FTP server FTPPassword=testpass A valid password for the FTP user FTPPassive=TRUE Set to TRUE to enable passive FTP protocol FTPBinary=TRUE Set to TRUE to enable binary protocol FTPDestDir=/image/ The folder in which to place the files being sent FTPProxy= Set to name of the proxy server if applicable

== Paper Sizes== The following table lists the different paper size codes that are available. The codes that are available to you when scanning depend upon the make and model of your scanner.

== Remote Scanning== Remote scanning is scanning documents at a remote site and uploading them to the central server location so they can be indexed in halFILE. halFILE supports a variety of remote scanning strategies including:

Scanning and Importing

This strategy involves the installation of the halFILE scan module at the remote site. You scan to a basket at the remote site, copy the images to some removable media (Removable Drive or Tape), ship the media to the central site, and use halFILE\’s Import utility to import the images. This method requires a remote scanning license from hal Systems.

FTP Scanning using Third Party Products

This strategy requires an FTP Scanner that can be configured to scan a document in multi-page TIFF format and ship the document via ftp (File Transfer Protocol) to the central site. Once at the central site, you can go into halFILE Import utility and import the documents or you can use one of two add-on products to automate the process. These products, described below, are available to automatically place the documents into a halFILE basket:

Capture Server This product is configured to run on a server or a seldom-used workstation. It monitors folders on the network and, when multi-page TIFF images appear, it places them into a halFILE Basket. The documents are then ready to be indexed. This product can also be configured to run whenever a user goes into the Index utility. Contact your sales representative for more information.

Barcode Recognition Server This product is configured to run on a server or a seldom-used workstation. Like Capture Server, it monitors a set of folders and when multi-page TIFF images appear, it reads the barcode as defined in halFILE and automatically indexes the document. Contact your sales representative for more information.

Importing Documents

Images can be captured from disk and loaded into the selected in-basket. To import images from disk, select File-Import or select the Import icon in the toolbar. This will display a screen similar to the following.

Using the import feature to import images

1. Select File-Import. 2. Select the drive to import from the Drive List located in the lower left-hand corner.

1. Select the directory to import from the Directory List immediately above the drive list box.
2. Enter the file specification to search for into the box directly above the Directory List. For instance, \’\*.\*\’ lists all files, \*.TIF shows files with an extension of \’TIF\’.
3. Select the File Type. Select \’image\’ for TIFF image files, select \’text\’ for ASCII Text Files, or select \’associated\’ for documents that will be viewed using the native application (i.e Word, Excel, etc.). Note that all files selected are assumed to be the same File Type.
4. The files found are listed in the box in the middle of the screen. From this list you can add images into the Import List on the right side of the screen by highlighting a file name in the middle box and pressing the Add To List button.
5. Make sure the image button is turned on in the File Type box.
6. The Clear List button is used to clear the Import List.
7. The Add All button will add all the files found in the middle box to the Import List.
8. The Remove button removes the highlighted file from the Import List.
9. Once the Import List contains the files that should be imported, select File-Begin Import from the menu. The following question is displayed:

After importing images, do you wish to delete the original image files?

Select Yes if the original file that was selected should be removed from the hard disk after it has been copied to the selected in-basket. Answer No to leave the original file on the hard disk. Please note that if the original files are left on the hard disk, you must remove them yourself using the Windows File Manager, Explorer, or some other method.

12. After the files have been imported into the basket, The next step is to group the images into documents.. Options include:

AutoSplit When the end-of-document has been marked off-site and the images are being transferred to the main system via removable cartridge, or if importing images that already have the extension as the page number (.001, .002, etc.) then autosplit goes through and imports based on where it finds .001. End of document does not have to be marked again.

End of Document This works much like the Scanning feature of grouping documents. The Up and Down arrows are pressed to find the last page of a document, then the End of Document button or F5 is pressed to indicate the last page of the document. All files in the list up to the highlighted file become one document and are removed from the list (to be found in the basket). Continue this process until all images have been grouped into documents.

Two Docs on One Page When one image file contains the image of two documents which need to each be indexed separately. Pressing this button will duplicate the image file, creating two separate documents in the basket to be indexed.

Done If there are image files in the list, a message asks if you want to treat each image as a separate document. If yes, the stapling is done automatically.

Remove Document Removes the image file from the list.

1. Select File-Close to exit the import function.

Staple Preview Option

The Staple Preview option can be turned on behind the Tools-Options tab of the scan module and affects the stapling operation in Import. With this option, the stabling procedure is the same, except instead of immediately removing stapled documents from the list, the staple point (when F5 or End of Document is pressed) is marked with <end of doc>. If a mistake is made during stapling, you can return to the staple point and press F5 again to remove the <end of doc> marker. When all the staple points have been defined, click Done to actually perform the stapling process.

Capturing Printed Output

When halFILE is installed, the halFILE Printer is automatically installed which provides for halFILE\’s \’Print To\’ feature. With this feature, documents printed from any application can be imported into halFILE. The \’Print To\’ feature captures the printed out, converts it to a TIFF image and kicks off the import process. To print to halFILE, perform the following steps:

1. Load the document you wish to print to halFILE. This could be a word processing document, a spreadsheet, an Acrobat file, a Crystal Report or anything that includes a print menu.
2. Select the print option (typically File – Print), change printers to the halFILE Printer and begin the printing process.
3. A box will be displayed showing the printed output is being captured and converted to a TIFF image. Once that is complete, the halFILE Document Capture Utility is loaded.
4. Select the halFILE Application, Database and Basket to import into. Also select whether you want to immediately index the document.
5. Click the Import into halFILE button. The document is then imported into halFILE. If the Index option was selected, the index utility will be loaded so you can enter keywords for the document. If you do not select the index option, then you should index it at a later time.

The screen below shows the capture utility used by the Print To feature.

Sending Office Documents to halFILE

The halFILE Send To Wizard is installed in the Windows system tray of the workstation when halFILE is installed. With this utility, you can import a Microsoft Office document into a halFILE basket and automatically start the index process. Document supported include:

• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Access
• Microsoft Outlook

This process is performed as follows:

1. Load the Office document you wish to import.
2. Right click on the halFILE Send To Wizard Icon and select the application of the document you wish to import.
3. Select the halFILE Application, Database and Basket to import into. Also select whether you want to immediately index the document.
4. Click the Import into halFILE button. The document is then imported into halFILE. If the Index option was selected, the index utility will be loaded so you can enter keywords for the document. If you do not select the index option, then you should index it at a later time.

Importing Documents using the Explorer Send To Feature

Windows Explorer includes a special \’send to\’ feature that lets you route a document to e-mail, a printer or another application. To set up \’Send to halFILE,\’ perform the following steps:

1. Go into Windows Explorer.
2. Open up the halFILE program directory (for example, F:\HFW12SQL).
3. Right click on HFPIMP.EXE and select \’create shortcut.\’ This will create a \’shortcut to HFPIMP.EXE\’ entry.
4. Right click on \’shortcut to HFPIMP.EXE\’ and select \’cut.\’ This cuts the shortcut to the Windows clipboard.
5. Change to the c:\Windows\SendTo folder.
6. Inside that folder, right click and select \’paste.\’ This pastes the \’shortcut to HFPIMP.EXE\’ into the SendTo folder.
7. Finally, right click on \’shortcut to HFPIMP.EXE\’ and select \’rename.\’ Rename the shortcut to \’Send to halFILE.\’

HFPIMP.EXE is the halFILE Document Capture utility used by the \’Print To\’ and \’Send To\’ features described above. Use this to select the halFILE Application, Database and Basket, and either place the document into the basket for later indexing or index the document immediately.

5

INDEXING DOCUMENTS

Indexing Overview

	Indexing a document is the process of entering information into a database that will later be used to search for documents. Documents that have been scanned into the selected in-basket are displayed along with the fields that were set up for the selected database. To begin the index procedure, choose the menu selection FILE-INDEX (ALT-F-I) or press the index icon. A screen similar to the following is displayed. Also displayed will be the related document to be indexed. See the Image Viewer chapter for information about the Viewer.

Indexing a document

1. On the halFILE Toolbar, select the correct application, database and in-basket to use. 2. Select File-Index from the main menu or click the Index icon. 3. The first document in the in-basket that has a status of \’scan complete\’ is displayed. The first image page is displayed on the left side of the screen. 4. Enter the fields that describe the document. You can press the TAB key to move down through the fields. Press SHIFT-TAB to move up. 5. To save the document, press CTRL-S or select the File-Save Document menu. 6. The save menu is displayed. Press enter to select the first menu selection (save the document as index complete) or select the appropriate menu item. 7. The next document is displayed.

Adding a database record without an image

Sometimes you may need a record in your document database even though there is now associated image. To do this, use the following steps.

1. Create a new in-basket to be used for document having no image or use an existing in-basket that is empty. 2. Select File-Index from the main menu or click the Index icon. 3. Since the in-basket is empty, a message is displayed as follows:

There are no document to index in the basket. Do you wish to index a document without an image?

4. Answer yes. The database fields are displayed and you can proceed entering the information.

1. Press CTRL-S to save the record.

It is strongly recommended that a "no_Image" basket be defined as exclusively used for documents that have no image. You can set up a basket as a "no image" basket in the File-Baskets menu of the halFILE Administrator.

Index Windows

There are two primary windows active during the index process: the Index Fields Window where database information is entered and the Document Window showing the current page of the document being indexed. The Document Windows will be the viewer selected for the type of document being viewed. This could be one of the two built-in halFILE Viewers (the Image Viewer and the Text Viewer) or the document\’s native application. For information on the operation of the halFILE Image Viewer, see the Image Viewer chapter. This describes how to zoom, rotate, print, e-mail, annotate and other Viewer features. For information on using the halFILE Text Viewer, see the Text Viewer chapter.

Index fields window

This window contains the fields in the database. Information to be used to search for the document is entered here. When you are finished entering the data for a document you can press Ctrl-S or select the File-Save Document menu. This pops up the save options menu which includes the following options:

Save, Index Complete - the data is saved to the document database and the document is marked as \’Index Complete\’.

Save, Index Incomplete - the data is saved but the document status is left as \’Scan Complete\’ so when you return to the index function, this document will be shown.

Cancel - Returns to the index fields for more data entry.

Delete Image and Data - deletes the document from the in-basket along with all of its associated images.

Saving the Default Window Position

When you exit index, the current window position is saved so it can be restored the next time you enter index.

Entering Data into Database Fields

Data is entered into the database using the keyboard. Press TAB to go to the next field or SHIFT-TAB to go to the prior field. To save the record, press CTRL-S and a menu containing save options is displayed. If you want to delete an image, you will find a selection on this menu to do that.

	If a field is validated against a table or is linked to an externally attached table, a question mark button will appear to the right of the field. Click on this icon or press F2 to list the valid table entries. You can then highlight the desired entry and press enter or double-click to make a selection. To search for a code, press the find button and enter a partial description. You can also type the field value you are looking for to jump to the table entry. (For more information on searching tables, see Chapter 3).

Setting Up Custom Index Features

Use the Tools-Options menu in Index to define custom features that affect the Index Module. This brings up a form that includes tabs for the following items:

IndexExecute

This tab defines an external program that is run when a document is saved in index. 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. When this option is saved, the setting is written to the database section \[aaaHFWdd\] of halfile.ini and therefore affects indexing on this station and this database only.

IndexLoadExecute

This tab defines an external program that is run when the Index module is loaded and a second program that can run when the Index-Verify module is loaded. A common example of this feature is halFILE Capture Server (ftpfile32.exe) where documents are pulled into the basket that were scanned to a designated folder using an ftp scanner. 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.

IndexMenuExecute

This tab defines an external program that is run from the Review menu on the Index form. A common example of this feature is running an e.halFILE browser search to look up information posted to a specified index field or fields. 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.

Notifications

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

General

The General tab includes other halFILE Index features. Here you will find an option to allow the Auto Fill feature to overwrite existing information in fields being filled as well as the date format to use for Sybase databases.

Field Deactivation

The Field Deactivation tab provides a way to deactivate selected fields during index. This lets you define a trigger field and set of values that, when matched, deactivate a certain set of fields. For example, if the first field keyed is the Document Type and you want to deactivate the Property Address field if the document type field is equal to PR or CL, then you would set the Trigger field to the Document Type field and then define a Set of values. Enter PR;CL into the value box and then add the Property Address field into the Deactivated Fields list. Select Lost Focus as the Deactivate Style which means when the cursor exits the Trigger field (Document Type), then the deactivation rules take effect. Be sure to click Save Set after defining each set of values and deactivated fields.

Duplication Hot Keys

The Duplication Hot keys tab is used to define custom hot keys for duplicating data from the previously indexed record, or with the Document Clipboard feature, from any selected record. By default the following Hot Keys are defined:

Alt-D – duplicate data for the currently selected field Alt-A – duplicate all data from the previous record

Other hot keys can be used to assign a hot key to a particular database field. For example, you could assign Alt-N to the Name field. Then, in index, whenever you pressed Alt-N, the Name from the previous record will be duplicated into the currently selected field.

halFILE Document Clipboard

The halFILE Document Clipboard is used to load the data for a document so it can be used by the Duplication Hot Keys that are defined behind the Duplication Hot Keys tab of the Tools-Options menu. By default, the data from most previously indexed record is loaded into the halFILE Document Clipboard. However, using the following procedure, the data from any selected record in the database can be loaded and used by the duplication hot keys.

1. Flip to the halFILE Search module (click the halFILE Manager in the task bar then click the halFILE Search icon).
2. Perform a search for the document from which you wish to duplicate data.
3. On the Hit List window, select the document to load into the Document Clipboard then select the Hit List-Copy to Document Clipboard menu. Or, if you view a document in search, then on the Document Information screen, select the Edit-Copy to Document Clipboard menu.
4. Flip back to the halFILE Index module (click the halFILE Manager in the task bar then click the halFILE Index icon).
5. Select the Edit-Paste Document Clipboard menu.
6. The duplication hot keys will now duplicate data from the selected record.

Note: you can also Copy to the Document Clipboard from the Basket Status module if the document selected has been indexed.

Using Auto Fill

Auto Fill is a powerful feature of halFILE that can save many keystrokes. The idea is that there is often repetitive data that must be entered for a document during index so halFILE provides a method where this data is automatically entered. Auto Fill is configured in the halFILE Administrator Tools-Options menu. There are two tabs for setting up Auto Fill that affect Index: System-wide and Local (for this station only). The ways these settings are used are discussed below. See the Administrator section of this manual for more information.

The system-wide Auto Fill settings are used in Index by default. To use the local Auto Fill settings, be sure the Tools-Auto Fill-Override system-wide Auto Fill settings with settings for this station menu is checked. These local settings are most useful a batch of documents being indexed by one operator requires different auto fill settings than a batch of document being indexed by another operator. To provide for the changing of local Auto Fill settings, the Tools-Auto Fill-Edit local Auto Fill settings menu is provided. Using this menu, you can change the local Auto Fill settings "on the fly" during an Index session. The changes take affect when the next document is loaded for indexing.

Index Menu Summary

File-Save Document - saves the information entered for the document. This is also invoked by pressing CTRL-S. File-Print Image – prints the currently viewed image page. File-Close - closes the index routine and returns to the main menu. Edit-Attach Note – Allows attachment of a note which is indicated by an eraser icon in the top left corner of the index fields box. When the eraser icon is clicked the note screen pops up with the note. Edit-Cut - cuts the currently highlighted text and places it into the Windows Clipboard (hot key CTRL-X). Edit-Copy - copies the currently highlighted text and places it into Windows Clipboard (hot key CTRL-C). Edit-Paste - pastes data from the Windows Clipboard into the current cursor position (hot key CTRL-V). Edit-Duplicates - toggles the duplicate option. When Duplicates is checked, the information entered for one document is carried forward into the fields for the next document. Edit-Today\’s Date - enters today\’s date into all date fields automatically. The date can still be manually changed in the field before saving. Note: you can selectively fill today\’s into selected fields using an Auto Fill parameter. See Auto Fill procedures later in this chapter. Edit-Append Pages-From File – allows an image file to be selected and added to the document. Edit-Append Pages-From Scanner – allows a page to be scanned and added to the document.

Note: All OCR option require Imaging Professional for Windows components

OCR-Field – (or Ctrl-O) performs Optical Character Recognition on the boxed section of the image to convert it to text, then places the text into the current index field. OCR-Page-Text – performs Optical Character Recognition on the current image page, converting it to text. OCR-Page-Word – performs Optical Character Recognition on the current image page, converting it to a Word document. OCR-Page-HTML – performs Optical Character Recognition on the current image page, converting it to an HTML document. OCR-Page-Word Perfect – performs Optical Character Recognition on the current image page, converting it to a WordPerfect document. OCR-Page-To Field – performs Optical Character Recognition on the current image page, placing the results into a selected memo field. OCR-Document-Text – performs Optical Character Recognition on the entire document, converting it to text. OCR-Document-Word – performs Optical Character Recognition on the entire document, converting it to a Word document. OCR-Document-HTML – performs Optical Character Recognition on the entire document, converting it to an HTML document. OCR-Document-Word Perfect – performs Optical Character Recognition on the entire document, converting it to a WordPerfect document. OCR-Document-To Field – performs Optical Character Recognition on the entire document, placing the results into a selected memo field. Tools-Options – brings up a form to configure Index-related custom settings including IndexExecute, IndexLoadExecute, IndexMenuExecute, Notification and General features. Tools-Auto Fill-Override system-wide Auto Fill settings with settings for this station – this menu is a toggle where the feature is checked or unchecked. When unchecked, the system-wide auto fill settings for filling in fields at index time are used. When checked, the auto fill settings for this station are used. Tools-Auto Fill-Edit local Auto Fill settings – this menu selection takes you to the form where the local auto fill settings can be configured. Help – display on-line help information.

Improving search performance and database integrity

Conforming to the following suggestions will improve the speed when searching the database as well as enhance data integrity.

1. When entering name fields, enter the last name first, following by the first name and middle name or initial. Then, when you search for a last name, the index can be used to find matches. If you enter the name as first name, last name then a last name search cannot use the index and the entire database must be searched for matches. Alternatively, three separate fields could be set up for First Name, Middle Initial and Last Name. 2. Whenever possible, use an internal table to validate the data entered. This insures that valid data is entered and reduces errors. 3. Be consistent in the form in which data is entered. The computer is literal when searching for data. For instance, if you search for \’Smith, Joe\’ and the data was entered as \’Smith Joe\’ (without a comma), you will not get a hit. 4. Use the reporting mechanism (Crystal Reports) to print edit listings that will help you review your data for errors.

6

ARCHIVING DOCUMENTS

Archiving is the process of moving documents from on-line storage to permanent storage. Typically, this means copying the images or documents from a local or network disk drive to a CD Stage Area, an Optical Disk, or some other permanent storage area. Only indexed documents are archived and the archive process removes the document from the basket. Multiple in-baskets can be selected.

A Cartridge is a permanent storage device for images. Typically, these are magnetic disks or optical disk cartridges. Refer to Chapter 1 for information on setting up cartridges.

A CD Stage Area is a 625 megabyte hard disk partition, typically on a file server. Images are archived or "stages" onto the CD Stage Area and, once it becomes full, CD-Rom disks are made from the partition as an image backup. The contents of the CD Stage Drive are then moved to a permanent location such as a Large Disk Partition or Snap Server.

There are a number of ways to run Archive including:

Manual – this option lets the user select a basket or baskets to archive and immediately runs the archive, showing the progress as it goes.

Auto Archive with no cartridge rotation – this option runs the archive as a scheduled task, typically overnight. A pre-configured screen is used to select what baskets are archived to which cartridges. It essentially runs the same as the manual option but unattended.

Auto Archive with cartridge rotation – this runs archive as a scheduled task. It can also manage the process of creating new cartridges automatically and limiting the amount of the space used on a cartridge to facilitate backing up cartridges to CD or DVD.

The options are discussed in greater detail below.

Manual Archive

Manual archive lets the user run archive interactively. The steps to running a manual archive include:

1. Click the archive icon from the main tool bar or select FILE-ARCHIVE from the main menu. The first window displayed will list the cartridges that are defined. 2. Select the cartridge to which you wish to archive from the list of defined cartridges. The system will verify that the cartridge is available. 3. The next screen is similar to the one shown on the following page. The list box on the left shows in-baskets that will be archived. Initially, this box is loaded with the current in-basket. 4. Add baskets that you wish to include in the archive Add Basket button. 5. Remove baskets that you wish to exclude from the archive using the Remove Basket button. 6. Review the statistics shown in the middle of the screen, to make sure enough space is available for the images to be archived. 7. The Delete Images after Archive check box should be checked if you want the original images to be removed from the hard disk after they have been placed onto permanent storage.

If you do not check the Delete Images after Archive box, it is your responsibility to \’clean up\’ archived images. You can use the File Manager or the DOS Delete command to do this.

1. The Save Data for Archived Images to Cartridge check box will cause the system to save tab-delimited files of archived information. This is a great disaster recovery tool. The system saves aaadd_prime.txt (primary information) and aaadd_multi.txt (multi-entry information to the application folder on the cartridge. (aaa is the Application id and dd is the Database Id).
2. Press the Begin Archive button to start the archive process.

The archive process searches the selected in-baskets for documents that have been indexed. When an indexed document is found, the images related to that document are copied from the in-basket directory to the selected cartridge. Refer to the How Images are Stored on Cartridges section below for a discussion of the directory structure into which images are placed on the cartridge.

How Images are Stored on Cartridges

When images are stored on cartridges, they are placed into specific directories. The highest directory level is the application id. The second directory level used depends on the folder option specified for the application (set using File-Application). The following illustrates the directories used for the various folder options.

No limits on number of images per folder

With this folder option, the user enters the folder id and there are no restrictions on how many images can be placed into the folder. The directory structure for this option is as follows:

Application Id _____ Folder Id

Therefore, if the application id is \’TST\’ and the folder is \’TEST\’ then images archived to cartridge are placed into the directory:

\TST\TEST\

Limit number of images per folder and enter the folder id

With this option, the user enters the folder id and each folder is limited to a user-defined number of images. The directory structure on the archive cartridge for this option is as follows:

Application Id ______ Folder Id ______ Folder Counter

Therefore, if the application id is \’TST\’ and the folder is \’TEST\’ and the number of images per folder is 500, then the first 500 images are placed into the following directory.

\TST\TEST\00001

Limit number of images per folder and auto assign the folder id

With this option, each folder is limited to a user-defined number of images and the system automatically defines the folder id. The directory structure on the archive cartridge is as follows:

\TST\CART1\00001

Database Level Archiving

A option lets you include a database level folder in the archive folder structure. This option is defined on the General tab of the Auto Archive configuration screen (Tools-Configure Auto Archive menu in the halFILE Administrator). When this option is enabled, the folder structure is as follows:

                                                      \TST\DB\CART1\00001

Note: The system will never split the images for a document across two cartridges. If, based on the number of images per folder, there is not enough room in the folder counter directory, the document images will be copied to the next folder counter directory. Therefore, it is possible to have fewer images in a directory than is designated by the number of images per folder parameter.

Auto Archive

halFILE\’s Archive utility includes an Auto Archive feature to archive a selected baskets to selected cartridges on a scheduled basis. The program, HFARCHIVE32.EXE, can be run as a scheduled task on an NT Server, a SQL Server Agent job, or via another scheduling method. Multiple Archive sets can be set up to archive to different sets of cartridges.

Auto Archive Set up

You can configure Auto Archive by selecting the Tools-Archive Setup menu in the halFILE Administrator.. This brings up a screen with several tabs for defining the various Auto Archive options as described below:

General tab

This tab is used to set up general auto archive options as follows:

Enable Auto Archive Features - check this box to enable auto archive. Force recalculation of cartridges - as the screen suggests, this option is used when archiving to some NAS storage devices if copy requests periodically seem to fail. Enable database-level archiving - this option will create a database level folder beneath the application folder to further separate images on the cartridge. Low Disk Notify (in MB) – when the free space on the current archive drive reaches the disk space configured in this box, an alert e-mail and system message is sent as a notification that the drive is getting low on space (see Alerts section).

Log Options tab

This tab is used to configure how logging occurs during Auto Archive. It is strongly recommended that you use logging options and review the provided log files daily to ensure that archive is running properly.

Disable Archive Logging - check this box to disable all logging. Append to archive logs - check this box to append to archive logs. Uncheck it to overwrite archive logs from previous jobs. It is recommended that you uncheck this box except when debugging problems. Turn on Debug log file - check this box to create an archive.dbg log file of detail activity. This is useful when debugging set up problems. Use Dated Log - check this box to create dated log files. Normally log files are named autoarchauto1.log (where 1 is the archive set number). With this option the log file is named HFARCHIVE32_YYYYMMDD_Auto1.log (where YYYYMMDD is year, month, and day, and 1 is the archive set number). Path to backup dated archive log files - if the Use Dated Log box is checked, enter the path to store these files. You must create the folder.

Auto Archive tab

Archive Set - You can have many archive sets. This drop down box lets you select the archive set to configure (<NEW> lets you configure the next available set).

Set Description - enter a description of the archive set.

Source tab - Select the Application, Database and Basket to archive and click Add to include it in the archive. Continue to select all the baskets for this archive set. The Add All button is used to add all the baskets for the currently selected database. If you delete a basket, you should remove it from the archive set using the Remove button.

If the auto-rotate cartridges option is unchecked, archive automatically rotates to a new cartridge when a cartridge reaches a certain size. It is recommended that the auto-rotate cartridges box be checked.

The Include ALL Baskets in the database check box can be used if you always want to archive all baskets in the database. In this case, it is not necessary to add the baskets into the list of items to be archived.

Destination tab - this tab is used to configure the destination cartridges and drives for the auto archive. The Use Defaults button usually can configure this screen properly.

Cart Name Mask - this field defines how new cartridges are named. Use the %appl% to substitute the Application ID and %doctype% to substitute the Document Type. Also, use \# to designate the cartridge number, including as many digit placeholders as the maximum cartridge number will be. For example, if your Application ID was XXX and your Document Type ID was TP and the mask was %appl%%doctype%\#\#\#, then the first cartridge created would be named XXXTP001. Cartridges are limited to 8 characters so your cartridge mask should not exceed 8 characters.

Cart Prefix - defines the cartridge prefix to include when creating new cartridges. You do not need to include the cartridge name prefix, it will automatically be included.

Cart Description - defines the cartridge description to use when creating a new cartridge. Again, you can use the %appl%, %doctype% and \#\#\# substitution values.

Size limit (in MB) - defines the size limit in megabytes for new cartridges. When the files on the cartridge reach this size, then the cartridge is considered full and the system rotates to a new cartridge.

Cart type - defined the cartridge type to use for new cartridges. This should match the drive type used when the Archive Drive was created (Configure-Drives).

Drive - select the drive to archive to from the list of drives provided. These drives are defined using the Configure-Drive menu.

Overflow Drive - should the drive configured in the Drive box become full, then auto archive will begin using this drive to archive to, if it is defined.

Current Cart Num - this shows the current cartridge number being used by Auto Archive. When you first set up archive, you would create the first cartridge and enter a 1 in this box. For example, if you wanted cartridges named in the IMG00001 form, then you would use the Configure-Cartridges menu to create IMG00001. Then enter a 1 in this box. The auto-rotate feature will create IMG00002 and enter a 2 in this box when the IMG00001 cartridge becomes full.

Save DB Information - checking the ON box will make the system create text files containing the data for all the images placed on the cartridge. This is a good disaster recovery technique and so we strongly recommend the use of this option.

Log System Messages - checking the ON box will log messages to the System Message area which is displayed when users login to halFILE. Normally, this option is set to OFF since we recommend checking the log files or receiving the e-mail alert of archive activity.

Alerts tab - this tab is used to set up e-mail alerts of the Auto Archive activity to selected users. Enter the SMTP Server Address or Server Name in the SMTP Server box then enter the e-mail addresses to which the message should be sent. This feature requires HALSMTP.EXE, halFILE\’s SMTP e-mail program.

It is recommended that documents for different databases be archived to different sets of cartridges. To do this you should set up an archive set for each database and name the cartridges in a way that the database is identified. One good method is to use the database id as part of the cartridge mask. So, if you have an application id of HAL and two databases with database ids of DD and TP then the first auto archive set could be set up to archive documents for application HAL, database DD to cartridges using the cartridge mask DD\#\#\#\#\#. The first cartridge is named DD00001. Then a second archive set would be set up to archive documents for application HAL, database TP to cartridges using the cartridge mask of TP\#\#\#\#\#. The first cartridge is then named TP00001.

Running Auto Archive Interactively

To run the archive routine, the command line is:

HFArchive32 Auto<n>

Where <n> is the number of the archive set. HFArchive32 Auto1 will run archive set \#1. For each basket being archived, the screen showing its progress will display. Once the basket is complete, it will disappear as the program prepares to archive the next basket in the archive set. If there are lots of documents in the basket, the screen may disappear for some time while the program calculates the size of files to be archived.

Running Auto Archive as a Scheduled Task

HFARCHIVE32 can be set up as a scheduled NT task or as a job in SQL Server Agent using a batch file containing the same command line as above. You can set up multiple tasks to run different archive sets.

Be sure to configure the user that the task runs under as a network user who has the rights to run halFILE and has access the archive drives and basket folders.

Reviewing Auto Archive Results

Auto Archive creates an autoarch.log file each time it runs. You can review this log to see if archive completed normally. You should also review baskets in halFILE using File \| Basket Status as well as search for archived documents to ensure that documents are being properly archived.

The Alerts section of the configuration screen is very useful for reviewing results. This sends an e-mail containing the log file from archive. The log file contains the number of documents archived as well as notifications when a cartridge becomes full.

Other Auto Archive Features

Auto Archive can also be set up to:

1. Send an e-mail notification of auto archive activity.
2. Save the database information for archived documents.
3. Bypass the CD Stage Area requirement while maintaining CD-sized or DVD-sized cartridges.
4. Automatically assign the next cartridge in sequence.

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7

SEARCH FOR DOCUMENTS

Overview of Search

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

Searching for documents that have been indexed

1. Select File-Search from the main menu or click on the search icon from the Manager tool bar. 2. The following windows are established as follows: a. The Search Criteria Window is the area into which search criteria is entered. b. 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. c. The View Window shows the images for the selected document. e. 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. 3. 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. 4. Press the Begin Search button. 5. 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. 6. The Search Hit List grid is loaded and displayed. Double click on a row to load the View Window with the first and second image pages for the document, respectively. The Document Information Window is also loaded with the data for the selected record. The View Window and the Document Information Window are placed, side by side, on the screen.

The Search Criteria Window

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

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

Searching for more than one multi-entry field item

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

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

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

Searching for a range of values

The Range search type is provided to search for a range of values and is entered as follows: 1. Click the mouse inside the criteria field for which a range search is desired. (i.e. date field) 2. Click the range button in the search type box. 3. Enter the first criteria field (the low value). 4. Press the space bar on the keyboard. This will automatically put the word <thru> into the criteria field. 5. Enter the second criteria field (the high value).

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

Printing the search criteria

After performing a search, select File-Print Criteria to print the criteria for your records. Note that a report can be designed (using Crystal Reports) to print the criteria at the top of the page.

Closing the search module

Select File-Close from the menu.

Performing an Append search

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

1. 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. 2. 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. 3. Select Clear-New Search from the menu to clear both the hit list and the criteria for a new search. 4. Select Window-Search Criteria to activate the criteria window so another search can be performed.

Designing a report

1. Perform a search of the document database for which the report is to be generated.
2. From the search hit list, click the report button found below the hit list grid. This loads the Reports window.
3. 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.
4. "New Report 1" will be inserted into the list of reports. Click that entry to highlight it, then click the edit button.
5. 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.
6. 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.
7. 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.
8. When you are asked to choose a database connection, select an ODBC File DSN and find and select "halreports.dsn" found in your Windows Temporary directory. Hint: to quickly get to your temporary folder in the file location dialog box, you can type in %temp% and hit enter.
9. Once the halreports.dsn is selected, the following text files will appear in Crystal\’s list of files for that DSN:

• • criteria.txt - contains search criteria information. This can be used on a Crystal subreport that is inserted into the report header of your main report to show you what criteria was used to obtain the search results shown on the report.
  • halreport.txt - this contains report information for standard reports. It includes ALL of the information for the documents on the hit list.
  • halcard.txt - this contains report information for card-style reports. It includes ALL of the information for the documents on the hit list.
  • hitlist.txt - this contains report information reflecting only the data shown on the hit list. This file is useful when you want your report to exclude all of the multi-entry information and reflect exactly the search hit list screen.

1. 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).
2. Select File-Exit to return to halFILE.
3. Click the Done button to save the report setup information.

Printing a report

1. Perform a search. 2. From the hit list click the report button. 3. Click on the report that you wish to print from the reports listed. 4. The print window is displayed where you can print the report directly to the default printer, preview the report, or select the printer. 5. 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. 6. Press the close button to close the report window.

Printing Large Reports

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

Avoiding slow searches

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

1. 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. 2. Enter as much search criteria as possible. 3. If possible, avoid searches that find hundreds of hits. When the hit list is loaded, the data for a search must be written to a disk file. The more records that must be loaded, the longer it takes for the entire grid to be loaded.

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

Criteria Field Types

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

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

A Free Form Search may be very slow. This is because the search engine must examine every database record to determine if the selected field contains the criteria anywhere in the field. Therefore, this type of search should be avoided if it is the only criteria field being entered. If, however, other non-free form criteria is entered, the search speed should be reasonable.

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

Search criteria results examples

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

The Hit List Window

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.

Clicking the right mouse button in a column will display a menu that allows you to sort the grid by the column in which you are currently located. You may press ESC or click elsewhere on the screen to hide the menu without making any selection. Once you select the sort option you will be given a choice between ascending (A to Z) and descending (Z to A). Once you pick the type of sort the grid will be reloaded with the same data sorted by the column you were in when you selected the sort menu.

Selecting the Display Result Option

The Hit List tab on Tools_Options menu of the Search Criteria screen provides three Display Result Options as follows.

1. 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.
2. 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.
3. All rows (includes multi-entry) – this option will show all rows of data for each document.

Formatting the hit list grid

1. 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. 2. Once you have the grid column widths set to your liking, select File-Save Grid Format to permanently save column widths.

Marking entries in the hit list grid

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

1. Click the row to mark and then click the Mark button. This places a check mark icon to the left of the row. 2. Click the Show Marked List button found at the bottom of the screen to show items that have been marked. 3. You can remove entries from the second list by selecting a row and pressing the Remove button. 4. When you have marked all the desired records, press List Options button that appears when a record is placed into the second list. This shows a menu to save records marked items, remove marked items, or remove records in the bottom list from the top list. The hit list is then re-loaded.

Saving and Restoring the Hit List

The search list can be saved to a file and restored during a later session by: 1. From the search hit list window, select File-Save Hit List. 2. Enter the file name to save the list to, using an \’.HIT\’ extension.

Later, a saved search hit list can be restored by: 1. Within Search, select File-Restore Hit List. 2. Select the file name that was saved earlier.

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

The Right Click Menu on the Search Hit List

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

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

The Document Information Window

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

Changing database information

1. Perform a search and select a record from the hit list to load the Document Information Window. 2. Click in the desired field and make changes. Date fields can be keyed in the standard mm/dd/yy or mm/dd/yyyy format. 3. To save the changes, press CTRL-S.

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

== Imaging View Window== 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.

Zooming in on the image

1. Position the mouse arrow over the area of the image you wish to zoom in on. 2. Press and hold the left mouse button. 3. Drag the mouse to form a box around the area to zoom in on. 4. Release the mouse button. 5. To return the image to full page, double click on the image.

Rotating the image

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

Printing an Image

1. 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. 2. The Print Window is displayed showing a page range for all the images for the document. Select the desired page range and press the OK button

Using image panning

1. Display the image. 2. Zoom in on a portion of the image. 3. Hold on the left mouse button. 4. Drag the mouse pointer around to pan around the image.

Zoom Hot Keys

Managing Search Windows

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

Viewing the SQL Statement for a Search

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

Returning to the Search Hit List Window

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

Preparing for a New Search

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

Append Searches

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

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

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

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

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

Combining Documents on the Search Hit List

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

1. 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.
2. 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.
3. Once all rows have been marked, select the Hit List-Marked Items-Combine menu. The system will verify the marked items and then:
   1. Combine all the images into a new document in the currently selected basket.
   2. If a Data Document was selected in step 1, then the data will be posted to the new document record.
   3. 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.
   4. If the Image Move Utility is loaded, then a screen will display where the user can reorder the documents, then click Save to make the reorder permanent.

Setting Up Custom Search Features

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

Hit List

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

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

Display Results – this defines how the search results are listed on the Hit List Window. The options are:

• One row per document – this is the traditional halFILE hit list format where one row per matching document is shown and the data shown is from the first multi-entry row of the document.
• Rows that match the criteria – this option will display multi-entry data from the row that matched the criteria. For example, if you performed a search for a name = "Smith" and on the document the Names were listed as "Jones, Bob" then "Smith, Mary" then "Smith, John," then the Search hit list will show a wide row with "Smith, Mary" and Smith, John" listed since they matched the search criteria.
• All rows (includes multi-entry) – this options displays all rows for documents match the search criteria. In the above example, "Jones, Bob" then "Smith, Mary" then "Smith, John" are listed.

Hit List Button Execute – this section configures a user-defined button at the bottom of the hit list. A template is provided for the Pending Order system where a button is set up to define a new Pending Order. A second template is available for setting up the Word Merge feature where the results of the search can be filtered through a Word Merge document. References – this section defines the halFILE Reference feature handling in Search. The Reference feature, set up in the database section of the halFILE Administrator, is used to reference one halFILE document to another by linking data in two or more fields. On this screen, you define whether the View References box on the Search Criteria page should be checked by default when entering the search module. You can also set up the colors to use for any Reference documents added to the Hit List.

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

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

1. Select Color Set 1.
2. Select Doc_Type from the Field to Match drop down box.
3. Enter WD into the Field Value box.
4. Click the select button to the right of the foreground color and select white from the color spectrum provided.
5. Click the select button to the right of the background color and select blue from the color spectrum provided.
6. Click the Save Color Set button to save Color Set 1.
7. Select Color Set 2.
8. Select Doc_Type from the Field to Match drop down box.
9. Enter MTG into the Field Value box.
10. Click the select button to the right of the foreground color and select white from the color spectrum provided.
11. Click the select button to the right of the background color and select red from the color spectrum provided.
12. Click the Save Color Set button to save Color Set 2.
13. Select Color Set 3.
14. Select PRDOC from the Field to Match drop down box.
15. 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.
16. Click the select button to the right of the foreground color and select black from the color spectrum provided.
17. 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.
18. Click the Save Color Set button to save Color Set 3.

Cross Name Search

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

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

Order By

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

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

1. Select Date_Filed from the field drop down at the top of the screen.
2. 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.
3. Select PRSERV from the drop down at the top.
4. 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"
5. Enter "Date Filed" into the 1st Order by Caption box.
6. Select DateDoc_Type from the field drop down at the top of the screen.
7. Clear out anything in the 2nd Order by Clause box and then click the Insert Field button to add Date_Filed to the box.
8. Select PRSERV from the drop down at the top.
9. 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"
10. Enter "Document Type" Order by Caption box.
11. Save the settings.

Publish

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

The publish feature works as follows:

1. Perform a search for documents you wish to publish.
2. 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.
3. Select the Hit List-Marked Items-Publish menu.
4. Document fields are exported as designated by the header, detail and footer parameters. The images for a document are saved as a multi-page tiff images or PDF documents in the publish folder, having a name of the halFILE document number and an extension of TIF.

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

PDF Format (TIFF2PDF.EXE) To publish images as PDF documents, the TIFF2PDF.EXE utility must exist in the halFILE program folder. This utility can be obtained at www.fastio.com.

Image modifications

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

Execute Triggers

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

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

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

Document Information e-mail

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

Scan-on-demand e-mail

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

Notifications

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

Word Merge

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

Global settings for all stations

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

Unique database field - select a field which can be used as a unique key to the Word Merge database. The contents of this field can occur only one time in the hit list. Typically this is a file number of some type.

Date format - select the date format to use when writing dates to the Word Merge database file.

Post table description - For coded fields, check this box if you wish to write the description from the code table instead of the code.

Combine multi-entry information as one record - check this box to write one record per document to the Word Merge database, combining multiple entries.

Settings for this station only

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

Program to run for Word Merge - select the Word executable file, normally Winword.exe.

Word merge database path - select the path where the Word Merge database is saved.

Starter

See the Starter System section location below.

Fallout Report

See the Starter System section location below.

SmartName Search

The SmartName search provides a way to key in a name as a search criteria and have the system generate common or nick names to search for. For instance, you can set up this feature to search for \’Richard,\’ \’Rich,\’ \’Dick,\’ \’Rick\’ and \’Ricky\’ when you entered \’Richard\’ for the search criteria. This also works for last names and company names.

A SmartName Dictionary utility, DICT.EXE, is provided to let you create a table of proper names along with aliases or nick names for that proper name. halFILE For Windows will use this table when performing a SmartName search.

The SmartName search feature is only available on multi-entry fields

Creating the SmartNames table

A sample table containing over 500 names and aliases is provided with the system. To use this table:

1. Select the File_Tables menu in the halFILE Administrator.
2. Select File_Add Pre-defined Table.
3. Find and select the Smartnames.sql file found in the scripts\user folder under the halFILE program folder.
4. Answer Yes to the question indicating this may take some time.

If you do not wish to use this table, then from within File_Tables, click the Create Table button and create a table named \’SmartNames\’. From the table list, when you double click on the SmartNames table, the dictionary utility HFDICT32.EXE is loaded and you can maintain the SmartNames table. The following describes how to set up SmartNames.

Adding a proper name

1. Click add proper name.
2. Enter the proper name (i.e. Richard) in the proper name box.
3. Enter any variations on spelling as well as nick names for the proper name in the alias names box. Please be sure to hit enter between each alias name you enter. (i.e. Rich \[enter\] Dick \[enter\] Richie).
4. Click OK.

Editing nick names

1. Select the proper name you wish to edit from the list.
2. Click edit nick names.
3. Add, remove, or modify any of the nick names in the alias names box.
4. Click ok when complete.

Deleting a proper name

1. Select the proper name you wish to delete from the list.
2. Click delete proper name.
3. Click yes to remove the proper name and all of its nick names from the list.

Searching for a proper name

1. Click find.
2. Enter the first few characters of the proper name in the search box.
3. Click ok (the system will highlight the first occurrence of your search in the proper name list).
4. Clicking find next once the initial search has been performed will find the next occurrence in the list.

Testing your dictionary

1. Click test.
2. Enter a sample search using any of the proper names you created. (i.e. Smith, Richard).
3. Click search.
4. The system will display all the combinations of the search based on the alias table that you created. This represents what halFILE will search for when a dictionary search is performed.

Using SmartNames in Search

Within Search, you can use the SmartNames feature as follows:

1. On the Search Criteria screen, go to the field in which you want to use the feature.
2. Type in the name you wish to search as you normally would.
3. Click the SmartName Search button in the search options box.
4. Press <Tab> to exit the field. The system will look up the name entered and generate the nick name list.
5. Click Begin Search.

Soundex Searches

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

How Soundex Works

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

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

Using Soundex in Search

You can perform a soundex search as follows:

1. On the Search Criteria screen, go to the field in which you want to use the feature.
2. Type in the name you wish to search for.
3. Click the Soundex button in the search options box.
4. Click Begin Search.

Limitations to Soundex

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

Cross Name Search

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

Setting up Cross Name Search

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

Using the Cross Name Search Feature

Once the above steps have been performed, the following steps are performed to use this feature:

1. Go to the Search Criteria screen.
2. 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.
3. 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.
4. 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.
5. If you then wish all the names to be sorted by some column, you can right click on the column and select the appropriate sort option.

Starter Searches

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

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

Setting Up the Starter System for a Database

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

Enable this feature - check this box to enable the Starter system.

Database name contains the latest posted date in the last 10 characters - this option tells the system that the posted or plant date through which the database has been verified can be found in the last 10 characters of the database name (File-Databases-ODBC Info button of the Administrator). For example, "Jackson County thru 10/15/2004" would be an example where this option is valid.

Starter Number Field - the Starter Number is the number under which the Starter criteria information is stored in the halFILE database. Select a field in which to store this information. Typically a file number field is used. The Starter Number is entered by the user setting up the Starter.

Starter Description Field - select the field where the description of the search is stored. The description is entered by the user setting up the Starter. This could be a remarks or comments field.

Open Date Field - select a date field where the date the starter was created is stored.

Close Date Field - once the starter search is no longer active, it can be closed. Select the date field where the date the starter was closed is stored.

Starter Status Field - the Starter system posts an "open" status to the starter record when the starter is created and a "closed" status when it is closed. Select the field to be used to hold the status of the Starter. This is normally a document or instrument type field.

Fallout Date Field - this identifies the date to be used for the date down searches. Each time a search is performed for a starter, the date of the search is recorded in this field and becomes the beginning date for subsequent searches using this starter.

Security Group Field - in cases where multiple users are creating starters and you wish to configure the system so each user can see only the starter that he/she create, you can post this users security group (Configure-User Groups in the halFILE Administrator). If you select a field for storing the Security Group, then the group the user is in is stored in this field when the starter is created. You should then configure the User Group security to prohibit the viewing of Starter documents containing some other group value.

Open Status Value - the value to post to the Starter Status field when a starter is created. For example, "STRO" could be the code used for Open Starter.

Closed Status Value - the value to post to the Starter Status field when a starter is closed. For example, "STRC" could be the code used for Closed Starter.

New Document Prefix Letter - Enter a one character prefix letter to be used when create the starter document record in the halFILE database. Try to configure a unique letter not used by as a Station Id on capture stations.

Starter Basket - enter the basket name to be used for newly created starter documents. This must be a valid basket name. We recommend a basket named "Starter."

Criteria Sets

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

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

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

Set Description - describes the search for this criteria set. Normally, it would be similar to the field selected in the Field to search box.

Field to search - select the field to search when the starter search for this criteria set is performed.

Order hit list by - enter the order by clause to use when the starter search for this criteria set is performed. The default button selects an order by using the field selected in the Starter Number field box. This must use valid SQL statement form and the field names used must be valid to prevent an error from occurring when a search is performed.

Default search type - select the default type of search to perform for this criteria set. The following are our recommendations for the common starter criteria sets.

• Grantor - BEGIN
• Grantee - BEGIN
• Cross Name - BEGIN
• Subdivision – TITLESUBDIVISION (automatically performs Add All Levels search)

Township-Range - TITLETOWNSHIP (automatically performs Add All Levels search)

Performing a Starter Search

Let\’s go through an example to help you understand this feature. For a database examination, I need to perform 4 separate searches for the following fields defined as criteria sets:

• Criteria Set 1: Grantor
• Criteria Set 2: Grantee
• Criteria Set 3: Subdivision_Block_Lot
• Criteria Set 4: Township_Range_Section

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

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

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

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

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

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

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

Date Down Searches

Once a starter has been saved, a "date down" search can be performed to search the database for records added since the initial search was performed. To perform a date down search:

1. Select the Starter-Edit menu on the search criteria page and enter the order number to use for the date down search.
2. 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.
3. Check your date range which will show a beginning date equal to the ending date of the last search you performed for this starter.
4. Click the Save Starter Information and Run Search button or the Run Search (nothing saved) button to perform the date down search.

Closing a Starter

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

Re-opening a Starter

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

Copy a Starter to a new Starter

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

Saving the Grid Format of the Starter Information Form

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

Fallout Report

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

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

Fallout Report Description - describes the report.

Fallout Report Path - the path where the Crystal Report is located. Fallout Report File - the file name of the Crystal Report. Do not enter any path information, just the report file name.

Last Fallout Report Date - this shows the date the report was last run. This date will be used as the starting date for the next Fallout Report process.

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

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

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

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

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

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

Proximity Search

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

For example: If you search a name field for John Doe, you will find docs where the name field contains:

Doe, John John Alan Doe Doe, Robert John The John Doe Trust

Similarly, if you search a name field for Jo\* Doe, you will find docs where the name field contains:

Doe, John John Alan Doe Doe, Robert Joe The Joe Doe Trust

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

Enabling Proximity Search

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

Using Proximity Search

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

Full-Text Search

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

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

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

Search Menu Summary

Search Criteria window menus

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

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

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

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

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

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

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

Search Hit List window menus

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

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

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

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

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

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

Document Information window menus

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

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

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

Note: All OCR option require Imaging Professional for Windows components

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

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

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

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

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8

TOOLS

Login

With security enabled, users must login to access halFILE. At this login menu item, the login can be changed to another user\’s login.

Basket Status

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. 

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.

You can change databases and baskets here as well using the drop down boxes near the top of the form.

Showing the status for a document

1. From the image list, click the document number to review. 2. 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: a. Scan complete - the document is scanned but not yet indexed. b. Index in Progress - the document is currently being indexed. c. 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. d. 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. e. 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.

Changing the status of a document

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.

1. From the image list, click the document number to review. This will display the status for the document. 2. In the status box, click the status that you want. This changes the status immediately.

Removing all images from the basket

Select File-Remove All Documents from the menu. This selection permanently deletes all the image files in the basket.

Removing marked documents

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.

Adding pages to a document

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.

Deleting a page from a document

Select Edit-Delete Page on the viewer\’s menu to permanently delete the page that is currently displayed.

Reordering pages within a document

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.

Printing Marked Documents

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.

Inserting Document Numbers into a basket

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.

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.

Export documents

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.

Change the status for a range of documents

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:

1. Select the Change-Range menu.
2. Enter T for the document prefix.
3. Enter 118 in the from document box (the system will fill in the zeroes.
4. Enter 123 in the to document box.
5. Select Index Complete from the From Status dropdown box.
6. Select Scan Complete from the To Status dropdown box.
7. Click OK.

Transfer documents to another basket

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.

Selecting documents

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.

Optical Character Recognition (OCR)

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).

Refreshing a basket

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.

Basket Statistics

The Tools-Statistics-This Basket menu selection calculates and displays basket statistics. This shows totals for each status and for each document type.

The Tools-Statistics-All Baskets menu selection calculates and displays summary basket statistics for all baskets in all databases.

Move Images

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).

Rearranging pages

To rearrange the page order of images within a document:

1. In the halFILE Manager, select the in-basket in which the document exists.
2. Select Tools-Move Images.
3. 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.
4. 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.
5. 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.

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.

6. Pages can be removed from the Revised Order box using the Remove button. 7. Once the images are in the correct revised order, click the Save to perform the rearranging of the images.

Replacing pages of documents

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:

1. In the halFILE Manager, select the in-basket in which the document exists.
2. Select Tools-Move Images.
3. Select File-Open and, from the list of documents in the basket, select the document within which an image must be replaced.
4. The images are loaded into a list box.
5. Click on an image to select it, which highlights the page number/file name header.
6. 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.

Appending pages to documents

To append images to the selected document, use the following procedure:

1. In the halFILE Manager, select the in-basket in which the document exists.
2. Select Tools-Move.
3. Select File-Open and, from the list of documents in the basket, select the document onto which an image should be appended.
4. The images are loaded into a list box.
5. Click on an image to select it, which highlights the page number/file name header.
6. 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.
7. 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.

Deleting pages from documents

To delete a page from a document:

1. In the halFILE Manager, select the in-basket in which the document exists. 2. Select Tools-Move Images. 3. Select File-Open and, from the list of documents in the basket, select the document within which an image should be deleted. 4. The images are loaded into a list box. 5. Click on an image to select it. 6. Click the Delete button at the top of the screen. You will be asked if you wish to delete the page. 7. Click the Yes button and the page is removed.

Moving pages from document to document

To move a page from one document to another:

1. In the halFILE Manager, select the in-basket in which the document exists.
2. Select Tools-Move Images.
3. Select File-Open and, from the list of documents in the basket, select the document from which you wish to move pages.
4. The images are loaded into the Original List box.
5. In the Original Order list, select the image or images you wish to move.
6. Click the Move button at the top of the screen.
7. A form is loaded showing the pages that were marked.
8. 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.
9. 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.
10. Click the OK button at the bottom of the form to perform the image move.
11. 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.

Image Utility

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.

Rearranging pages

To rearrange the page order of images within a document:

1. In the halFILE Manager, select the in-basket in which the document exists.
2. Select Tools-Image Utility.
3. 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.
4. 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.
5. 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.

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.

6. Pages can be removed from the Revised Order box using the Remove button. 7. Once the images are in the correct revised order, click the Save to perform the rearranging of the images.

Swapping pages of documents

To swap the order of two images within a document:

1. In the halFILE Administrator, select the in-basket in which the document exists. 2. Select Tools-Image Utility. 3. Select File-Open and, from the list of documents in the basket, select the document for which the images must be re-arranged. 4. The images are loaded and placed into boxes on the screen. 5. Change to Swap mode by selecting Mode-Swap from the menu.

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.

6. 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. 7. 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.

Replacing pages of documents

To replace a page within a document:

1. In the halFILE Administrator, select the in-basket in which the document exists. 2. Select Tools-Image Utility. 3. Select File-Open and, from the list of documents in the basket, select the document within which an image must be replaced. 4. The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). 5. Click on an image to select it which highlights the page number/file name header. 6. 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.

Note: To change the setting on the scanner, select Settings-Scanner before clicking the Replace button.

Appending pages to documents

To append a page to the end of a document:

1. In the halFILE Administrator, select the in-basket in which the document exists. 2. Select Tools-Image Utility. 3. Select File-Open and, from the list of documents in the basket, select the document onto which an image should be appended. 4. The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). 5. 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.

Inserting pages in documents

To insert a page within a document:

1. In the halFILE Administrator, select the in-basket in which the document exists. 2. Select Tools-Image Utility. 3. Select File-Open and, from the list of documents in the basket, select the document within which an image should be inserted. 4. The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). 5. Click on an image to select it, which highlights the page number/file name header. 6. 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.

Deleting pages from documents

To delete a page from a document:

1. In the halFILE Administrator, select the in-basket in which the document exists. 2. Select Tools-Image Utility. 3. Select File-Open and, from the list of documents in the basket, select the document within which an image should be deleted. 4. The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). 5. Click on an image to select it, which highlights the page number/file name header. 6. Click the Delete button at the top of the screen. You will be asked if you wish to delete the page. 7. Click the Yes button or press \’Y\’ and the page is removed.

Moving pages from document to document

How to move a page from one document to another:

1. In the halFILE Administrator, select the in-basket in which the document exists. 2. Select Tools-Image Utility. 3. Select File-Open and, from the list of documents in the basket, select the document from which you wish to move pages. 4. The images are loaded into a list box (Large Document Interface) or placed into boxes on the screen (Thumbnail Interface). 5. Click on an image to select it, which highlights the page number/file name header. 6. 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. 7. After marking all the pages that you wish to move, click the Move button at the top of the screen. 8. A form is loaded showing the pages that were marked. 9. 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. 10. 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. 11. Click the OK button at the bottom of the form to perform the image move. 12. 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.

Test Images

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.

To test a set of images use the following procedure:

1. Select the Tools-Test Images menu from the halFILE Manager.
2. On the Select Files tab, select the drive and folder where the images to be test reside.
3. If you wish to test all images in folders that exist beneath the selected folder, check the Include Sub-folders box.
4. Switch to the Image Processing tab by clicking on the tab at the top of the form.
5. Click the Process Images button.

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.

Process Images

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:

Deskew Streak Removal Despeckle Line Removal Black Border Removal Image Filtering Deshade

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.

To apply image processing filters, perform the following steps:

1. From the halFILE Manager, select Tools-Process Images.
2. 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).
3. If you want to select only certain images, you can enter a wildcard into the File Selection Pattern box.
4. If you wish to include all folders beneath the selected folder, check the Include Sub-folders box.
5. If you wish to select and reset the Kofax engine to be used, click the Select and Reset Engine button.
6. Go to the Image Processing tab by clicking on the tab at the top of the screen.
7. Check the image processing filters to apply.
8. If you wish to change the default settings for a filter, click the appropriate set up button found next to the filter.
9. If you wish apply image rotation to the images, select the degree rotation from the Rotation options frame.
10. Go to the Execute tab by clicking on the tab at the top of the screen.
11. Click the Process Images button to begin the process.

Associated Import

Overview

The Associated Import Program, ASSOCIMP32.EXE, can be used to:

1. 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.
2. Import Multi-Page TIFF images, and convert them into standard halFILE Image Files
3. Fill out designated index fields by reading values from the name of the file being imported.
4. Automatically execute multiple import filters with one click.

Running the program

To launch Associated Import, select Tools-Associated Import from the halFILE Manager Toolbar.

Operation

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.

The following buttons are available on the Main Menu Screen:

Add Import Filter – this adds a new import filter for the selected Application and Database.

Edit Import Filter – this edits the import filter that has been selected in the Import Filter box.

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.

Begin Auto Import of all marked filters – this executes every import filter that is marked for auto import.

Close – Close the Associated Import program.

Adding a New Import Filter

When you click Add Import Filter, the following screen is shown.

Filter Title – Free-form text used to describe the filter such as "Tax Statements"

File Selection path – this is the path where the files to import will be found. Be sure to include a trailing backslash (\).

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:

1. If you want all of the DOC files found in the designated path, you would enter \’\*.DOC\’.
2. If you wanted only the PDF files that began with \’264,\’ you would enter \’264\*.PDF\’.
3. 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

Use the LOAD SAMPLE button to fill in the File Selection boxes by browsing the file system.

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.

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.

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.

Mark this filter for automatic import – indicate to the program that this filter will be included in an automatic import.

Once you have entered these options, Click the SAVE button to save these settings to the Filter.

Editing an existing Import Filter

When you click Edit Import Filter, the following screen is shown:

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:

1. Images are single-page TIFF images.
2. File Names are XXXXXXXX_PPP.tif (XXXXXXXX represents a file number, and the PPP is the page)
3. Any docs that match the file number would be stapled together in halFILE with the same document number.
4. You would put the number 1 in the starting column box, and the number 8 in the length box.

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).

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:

Save - saves the import filter. Cancel - cancels any changes you have made to the filter. 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. Edit Field - edits the selected field information. Delete - deletes the current Import Filter (after confirmation).

Editing the Field Information

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.

If you are using a delimiter to separate the field in the file name, you see the following screen:

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.

Field \# in File Name: This option designates which field in the file name to post, counting the delimiters as separators:

Given a file name DT_01262004_0738_0005.PDF, the following fields could be read from the file name:

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).

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.

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:

Posting Option – same as above Select column – designates the starting column for the data to post. Length – designates how many characters from the file name to use. Remove Leading Zeros – same as above Date format – same as above

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:

Executing an Import Filter Manually

Once your import filters have been set up, you can execute an Import Filter. To do this:

1. Open the Associated Import program
2. Select the Application, Database for the filter you wish to execute
3. Select the Filter you wish to execute
4. Select the Basket where the images will be placed
5. Click the button labeled Begin Import of this filter only
6. A list of the files located by the filter will appear
7. You will be asked three (3) questions:

Confirm execution of the filter

• If you answer YES, the import will proceed.
• If you answer NO, the import will stop, and you will be taken back to the main menu.
• If you CANCEL, you will be given the option to change the filter path and selection criteria.

Status in basket of imported docs

• If you answer YES, the documents will be imported, indexed, and placed into the basket with the status of SCAN COMPLETE.
• If you answer NO, the documents will be imported, indexed, and placed into the basket with the status of INDEX COMPLETE

Deletion of original files

• If you answer YES, the original files will be deleted after being copied into the basket folder.
• 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.

1. 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.
2. Once it finishes, a button will appear labeled DONE. Click this to return to the Main Menu.

Executing Import Filters Automatically

Once your import filters have been set up, and you have tested the results, you can run these filters automatically. To do this:

1. 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).
2. Once confirmed, you can open the Associated Import program, and click the button labeled: Begin Auto Import of all marked Filters.
3. 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.
4. Check the box below if you want to delete the original files.
5. Click the button labeled Begin Auto Import.
6. This will execute the filters listed sequentially.

This process can also be run from a command line by using the command-line switch RUNAUTO. To do so, enter the command:

<halFILEPath>\ASSOCIMP32.EXE RUNAUTO

Only execute this switch if you have fully tested all automatic import filters thoroughly.

Additional Options

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:

VerifyAssociatedImport=\[TRUE/FALSE\]

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.

Troubleshooting

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.

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9

OTHER HALFILE FEATURES

Import/Export Database

	In the Windows Program Manager, the halFILE Group includes an icon Import/Export Database. Clicking this icon loads the system that can export halFILE Image Database information to a comma-delimited file. It also includes a selection to import information from an exported, comma-delimited file into an existing or new halFILE Image Database.

With this utility, you can:

1. Export halFILE Image Database information to other programs or applications. A comma-delimited file is a common format for the transfer of data and is used by most database or file-oriented applications. 2. Export halFILE Image Database information as a back up to prevent loss of data. With this utility, once you have nearly filled an optical disk cartridge containing halFILE images or the staging area for images to be transferred to CD-ROM is nearly filled, you can export the database information for images on the cartridge. By placing the comma-delimited files on the cartridge with the images, the cartridge contains images <u>and</u> the data that points to the images all together. If a catastrophe struck your computer system, then your database could be rebuilt by importing these comma-delimited files back into your database.

When mastering CD-ROM disks of images, we suggest that you make two copies - one for your use and a second that could be stored off-site or in a vault as a backup.

3. Import information from halFILE Database Export files into a halFILE Database.

1. Import information from an external database into a halFILE Database.

Note: The Import/Export utility handles only Microsoft Access databases. To export or import data from/to Microsoft SQL Server, refer to the Bulk Copy command in the SQL Server manual.

Exporting Database Information

The following screen shows a sample Database Export screen. To export database information:

1. Select the Import/Export Database icon from the halFILE group. 2. Select File-Export Database. 3. Press the Select button to the right of the Source Database box and find and select the database that you want to export.

halFILE databases are named \’aaaHFWdd.MDB\’ where \’aaa\’ is your application id and \’dd\’ is the document type. You can find the location of a database by selecting File-Database Location from within halFILE.

4. The Target File Name is automatically entered for you as \’aaadd.HFW\’ where \’aaa\’ is your Application Id and \’dd\’ is your Document Type. To specify a particular location for this target file, press the Select button to the right of the Target File Name and select the desired directory location. 5. Specify the selection criteria. If you want the entire database to be exported, click \’select all table records\’. If you want to select only records containing a certain value click \’select certain records\’. When this button is clicked, a form is displayed where you can select the database field to match for and the selection criteria to match for. To select only records listed in a basket, select \’select a basket\’. When this button is clicked, the baskets for the database are listed for your selection. 6. When the export screen is completely filled in, click the Export button to begin the export.

Exporting data for all images on a selected cartridge

As an example of how this export feature can be used, let\’s say you have created a halFILE Image Database under application \’XYZ\’ having a document type \’LR\’. The database was created in the path \’C:\halfile\data\’. You have also defined a 620 MB partition on your hard disk to be used as an archive staging cartridge where, whenever the drive gets full, you copy it to tape and have hal Systems master a CD-ROM of those images. Right now that staging cartridge is named \’CD1\’ and is on drive D:. The CD1 staging cartridge now has only 10 MB free so you want to save the database information for the images on the cartridge. Here is the process:

1. From the Import/Export Database menu, select File-Export Database. 2. Click the Select button to the right of the Source Database box and locate \’C:\halfile\data\XYZHFWLR.MDB\’. This is your source database containing information which points to images in your system. 3. The Target File is automatically filled in with \’XYZLR.HFW\’. Since we want to locate the target comma delimited file on the cartridge with the images, we need to set the location to the staging cartridge drive. Since the archive process always creates a directory using the Application Id, there should be a \’D:\XYZ\’ path. To place the target file there, click the Select button to the right of the Target File name and select D:\XYZ. This will change the Target File to \’D:\XYZ\XYZLR.HFW\’. 4. We only want to export the data for images on the CD1 cartridge, so click the \’select certain records\’ button. This loads the criteria form. Click the arrows to the right of the Field box to select the field to match for and select PRMNAME. This is the halFILE designation for the cartridge name. In the \’Data to match for\’ box, enter \’CD1\’ (the name of your cartridge). Then click OK. This returns you to the export form and displays \’where PRMNAME = CD1\’ in the criteria frame. 5. Finally, click the Export button to begin the export procedure. The system reads through the source database looking for records that point to cartridge \’CD1\’ and exports these to the following comma delimited files:

C:\XYZ\XYZLR.HFW - database information C:\XYZ\XYZLR.SPC - the database import specifications file C:\XYZ\XYZLRnnn.HFW - database information for each multi-entry field where nnn is the field number

Importing a Database

The following screen shows a sample Database Import screen. To import database information:

1. Select the Import/Export Database icon from the halFILE group. 2. Select File-Import Database. 3. Press the Select button to the right of the Source File box and find and select the file to import. 4. Press the Select button to the right of the Specification File box to select the database specification file containing the format of the database. If the file was created by the Export Database routine, then the naming convention for the file is \’aaadd.SPC\’ where \’aaa\’ is the application id and \’dd\’ is the document type. 5. If you are creating a new database, click the \’Rebuild from specification file\’ button. 6. If you are importing into an existing database click the \’Import into existing database\’ button.

1. Specify the database to import into or create in the Target Database box. Use the select button to help designate the path for the database or to locate an existing database.
2. Select the target table to import from the list of tables in the Target Table box. For halFILE databases, "Primetable" is the name of the table containing primary, single –entry fields, and "multi" is the name of the table containing multi-entry fields.

9 Select the fields to import by highlighting a field in the \’Available Fields\’ box then pressing the Add button to move the field name into the \’Fields to Import\’ box. If you wish to import all the fields, click the Add All button. 10. To begin the import, click the Import button at the lower right hand corner of the form.

E-Mail Images

halFILE\’s e-mail feature allows the user to send images as attachments to e-mail images from within halFILE. This feature works with popular mail packages such as Outlook 98/2000, Outlook Express, Groupwise, and Netscape Messenger. By clicking on the envelope icon in the toolbar while a document image is displayed in the Image Viewer\’s toolbar, a copy of the image being viewed may be any e-mail address. A dialog box pops up requesting the recipient\’s e-mail address and the message subject and body. When you click on "send", the image file becomes a TIFF file attachment to your message.

Requirements

To use this feature you must install either a MAPI-compliant mail system, an e-mail client program that lets large numbers of people log onto their e-mail accounts from one computer or network.

Setting up E-Mail

By default, e-mail is set up to use halFILE\’s generic e-mail program, HALMAIL.EXE. If this program does not work with your e-mail system, contact hal Technical Support for other alternatives.

You can specify the program to use for e-mail in HALFILE.INI located in the workstation\’s Windows directory. The following line defines the program and is in the \[halFILE for Windows\] section.

MailSendApp=<path and exe name to use>

For instance, to run HALMAIL.EXE on a system where halFILE was installed to E:\HALFILE, the following line would be added:

MailSendApp=E:\HALFILE\HALMAIL.EXE

Each workstation will have to be set up as described above. This allows for a mix of mail senders on the same system.

Viewing image attachments

The received image attachment may be viewed by the recipient using any TIFF file viewer such as the Imaging for Windows component.

E-Mail Image Mark Up

You can add image annotations to the images you are sending either by annotating the image in the halFILE Image Viewer before you send it or by loading the image from you e-mail program and annotating it with the viewer, typically Imaging for Windows. Note that to view these annotations you would need Imaging for Windows or the halFILE Image Viewer.

Selecting an image to mark up

When sending an image via e-mail, the multi-page TIFF images should be listed as an attachment in the mail client program. With most clients, you should be able to double click on the image to load the default TIFF viewer. Since mark up affects the image file, a copy of the selected image is made in the Windows directory.

Mark up icons

The following outlines the icons, buttons and menu selections used to mark up images.

 Save Image changes to disk		  Print Image

 Rotate left			  Rotate Right

 Show/Hide Annotation Tool Bar

Annotation Tool Bar

The annotation toolbar contains icons for marking up the image. This includes the following tools.

 	select annotation. This is used to modify annotations on the image. Once you click this tool, you can:

• Select an annotation and press the delete key to remove the annotation • Right click on an annotation to modify its properties (font, size, color). After using this option you must re-place the annotation in its desired position.

	freehand line. Used to draw freehand lines on the image by dragging the mouse while holding down the left mouse button.

	highlighter. Used to highlight a section of the image by dragging the mouse while holding down the left mouse button.

	straight line. Used to draw a straight line on the image by dragging the mouse while holding down the left mouse button.

	hollow rectangle. Used to draw a hollow rectangle or a box on the image by dragging the mouse while holding down the left mouse button.

 	filled rectangle. Used to draw a filled rectangle over a section of the image by dragging the mouse while holding down the left mouse button. This is useful in hiding sensitive information.

 	text. Used to place text on the image by clicking the left mouse button where the text is to be placed then entering the text into the text edit box.

 	attach-a-note. Used to place a note attachment to the image by clicking the left mouse button where the note is to be placed, then entering the text into the attach-a-note text edit box.

 	text from file. Used to place text from a file onto the image by clicking the left mouse button where the text is to be placed, then selecting the text file to use.

 	rubber stamp. Use to place a rubber stamp onto the image. When you select this tool, a list of stamps is displayed. Select the stamp and then click the left mouse button where the stamp should be placed on the image.

To add other stamps, select the menu Tools_Stamps. Stamps can be created from an image or from typed text. You can also specify the font and font size here.

Menu Selections

File_Open - opens an existing image File_Print - prints the image (same as the print icon). File_Save - saves the image and annotations (same as the file save icon) File_Save As - saves the image and annotations to a different file name. You can also save the image as a bitmap or TIFF file.

If you use File_Save As, the e-mail send program will not know the new file name unless you manually attach it to the message.

File_Exit - exits the mark up utility. Edit_Copy - copies the selected annotation to the Windows Clipboard. Edit_Cut - cuts the selected annotation to the Windows Clipboard. Edit_Paste - pastes an annotation from the Windows Clipboard onto the image. Image_Rotate Left - rotates the image 90 degrees to the left (same as Rotate Left icon). Image_Rotate Right - rotates the image 90 degrees to the right (same as Rotate Right icon). Image_Flip - rotates the image 180 degrees. Image_Fit to Window - resizes the image to fit into the Image Window. Image_Scale - provides different image enhancement options. Tools_Select - lets you select an annotation tool (same as the annotation tool bar icons).

If you do not want any tool selected, use Tools_Select_None.

Tools_Palette - shows or hides the annotation tool bar (same as Show/Hide Annotation Tool Bar icon). Tools_Stamps - used to modify existing stamps or create new stamps. Help - displays on-line help information.

Zooming in on an Image Area

There are two ways to zoom in on an area of the image. First, you can use the Zoom percentage box with option for Fit to the window size or zoom to 25, 50, 75 or 100 percent. Secondly, you can drag a box around the area of the image to zoom and, when the mouse button is released, the image is enlarged to that area.

If an annotation tool or the annotation selection arrow is selected, you cannot use the drag to zoom feature. Either hide the annotation tool bar use the hide/show annotation tool bar icon or use the menu selection Tools_Select_None to re-activate the zoom feature.

When the image is zoomed, scroll bars appear for scroll around the image. To fit the entire image to the image window, double-click on the image (or use the menu selection Image_Fit to Window).

TIFF Format Information

Annotations are saved as part of the original TIFF image as annotation data that is kept separate from the image. If an image is annotated and viewed by halFILE, you will not see the annotations since the Image Controls viewer used by halFILE does not recognize the annotation data.

If you annotate an image, be aware that some applications may not be able to read the image. For example:

Caere/Calera Wordscan - before annotation, the image can be read. After annotation, errors may occur so the image cannot be read.

Microsoft Office - annotated images can be inserted but the annotations are not visible.

FaxWorks - before annotation, the image can be read. After annotation, errors may occur so the image cannot be read.

10

SECURITY

halFILE provides multi-level security that includes:

• Restricting users from accessing selected image databases

• Restricting users to certain actions such as scan, index, archive, search

• Password control

• System Administrator identification

Security Set Up

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

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

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

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

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

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

Adding a new user

1. Click the add button to display the user profile screen. 2. The left box shows all the databases that have been defined, consisting of an application id plus the document type. The frame at the bottom of the screen shows the global privileges the user is allowed to perform (scan, index, search, set up, archive, system administrator, all databases). 3. Click on the privilege buttons that you wish the user to perform. If you click the all databases button, then you do not need to select databases for the user. The user is automatically given rights to perform the selected global privileges for all databases. 4. If the all databases button is not selected, you must add the databases the user can access into the right-hand box. To do this, double-click a database in the left-hand box or click a database in the left-hand box and press the Add button. This adds the database to the user\’s list and gives the user the default, global privileges for that database. 5. To set particular privileges for a database, double click the database in the right-hand (user\’s) box. shows a form for specify user privileges for that database. In this way, you can give a user rights to index and search in one database, while allowing only search privileges in another.

Editing an existing user set up

1. Double click the user id, or highlight the user and press the edit button. 2. Set up the user\’s profile as describes under \’Adding a new user\’, above.

To remove a user, highlight the user and select File-Delete.

To close the user screen, select File-Close.

The following screen shows a user profile. This user has no database restrictions since the All Databases button in the User Privileges frame is turned on.

When you double click a database in the "databases the user can access" box, the screen below is shown. You can set up the user privileges for the database on this screen.

The "extended setting" button brings up the following screen for additional security settings for this user and database as shown below. This is used to disable the menu selections shown.

Windows Active Directory Integration

Windows Active Directory is a powerful tool for maintaining network users across multiple servers and domains. halFILE and e.halFILE can be configured to integrate with Windows Active Directory. This lets you set up Windows Active Directory Groups containing users that have similar security properties in halFILE. Then in halFILE, you do not need to set up each individual user, only the groups that match the Windows Active Directory Groups. When you add a user to a Windows Active Directory group, that user automatically inherits the privileges of that group when going into halFILE. Furthermore, no login to halFILE is required. The user is automatically logged in under the network user id.

Why use Active Directory Integration?

• Administer users from one place, Windows Active Directory.
• No halFILE security setup is required when a new employee is hired that needs to use halFILE. Set up the person\’s network user id, put him in the appropriate Active Directory Groups and he should be able to get into halFILE with the correct security.
• Easy to remove users when employee turnover occurs. If an employee leaves, you delete him from Windows Active Directory and he/she no longer has access to halFILE.
• Quickly change halFILE roles for users. If a user is promoted to a new job requiring different halFILE privileges, then move the user from one Active Directory Group to another and those privileges automatically flow over to halFILE security.

Before you start

Before you enable the Active Directory Integration feature in halFILE, you should spend some time planning your groups. These groups will be used to assign User Privileges (Configure-Security-User Profiles), Custom Search Settings (File-Database Custom Search button) and User Features (Extended Settings behind the database privileges in Configure-Security-User Profiles).

halFILE Active Directory Integration Set Up Procedure

1. Set up a Windows Active Directory Group for each type of User that you would have in halFILE. For example, if I have Search only users, Search and Index users and Admin users, I would set up 3 Active Directory Groups as follows:
   1. HFAD_User_Search – for users with Search only privileges.
   2. HFAD_User_Index – for users with Search and Index privileges.
   3. HFAD_User_Admin – for users with Admin privileges.

1. Add the Network users into the appropriate HFAD_User group(s).
2. Set up a Windows Active Directory Group for each type of Custom Search you require. For example, if you have a Custom Search for Public users and a second Custom Search profile for Employees, then you would set up the Active Directory Groups as follows:

1. 1. HFAD_Search_Public
   2. HFAD_Search_Employee

1. Add the Network users into the appropriate HFAD_Search group(s).
2. Change halFILE to use Active Directory Integration. In the Administrator, this is under Tools-Options / Security/Versions tab. Check the "Use Active Directory Integration" box. Note: You must check the "Use halFILE Integrated Security" box to enable this check box.
3. Set up a single User and Custom Search in halFILE for each Windows Active Directory Group, using the same name as the Windows Active Directory Group. So using the above examples, set up users named HFAD_User_Search, HFAD_User_Index and HFAD_User_Admin. Set up all the features as needed including Extended Settings and Group/Document Level Security. Then, set up Custom Search Profiles named HFAD_Search_Public and HFAD_Search_Employee.
4. Now, when a user goes into halFILE, they are automatically assigned their Network user id. halFILE looks up the user id in the Windows Active Directory Groups to determine which groups the user belongs to. Then, the user\’s profile for halFILE security is created for the user.

halFILE Active Directory Integration

Once the setup is complete, you should run HFWAD32.EXE to login to halFILE using Windows Active Directory Integration. This program determines what groups the user belongs to and set up the halFILE security privileges accordingly. Then it continues on to the halFILE Manager (halfile.exe).

e.halFILE Active Directory Integration

e.halFILE uses the same security setup as halFILE. However, there are some special set up requirements in Microsoft Internet Information Services (IIS) that need to be configured as follows:

1. 1. 1. 1. Create a folder under the ehalfile folder named Login and copy hflogin.asp, hflogin.dll and halweb.ini into this folder. You will need to register hflogin.dll.
         2. Create a virtual directory called "login" in your website and set Directory Security to disable Anonymous Access and enable Integrated Windows Authentication behind the Directory Security tab.
         3. Change the login button or link on your website to go to …/login/hflogin.asp. This will ask the user to login to Windows and perform the halFILE Active Directory authentication before proceeding with the next web page.

=

Active Directory Integration - Behind the Scenes===

New tables in the HFWParams database are used to store the above information including:

ADUsers ADUserFeatures ADCustomSearch

When a user logs in, halFILE queries Windows Active Directory to determine which Active Directory Groups he/she belongs and dynamically builds the security system for that user in halFILE according to the settings for matching group names set up in halFILE. 'APPENDIX I.

Compatible Scanners and Engines

As mentioned earlier in this document, halFILE support Kofax-based scanners, TWAIN compatible scanners and provides a methodology for importing documents and images from other sources.

Kofax

halFILE supports scanners and engines that are compatible with KOFAX ImageControls and Adrenaline drivers. This includes over 1100 combinations of scanner models and Kofax cards. A web-based configuration guide can be found at [www.kofax.com/Configurator-http://www.kofax.com/Configurator] and can be used to determine if your scanner is compatible with our scan software. Hardware and software requirements are under constant revision as new products are released. Therefore, if you have any questions regarding the hardware and software required, call hal Systems Corporation.

TWAIN

Support for TWAIN scanners is new to halFILE 2.x. Call hal Systems Corporation to determine if your TWAIN scanner is compatible with halFILE\’s TWAIN Scanning module.

'APPENDIX II.

Enabling Other Applications

halFILE is able to work with some existing databases and programming environments, integrating image retrieval functions dynamically from the database screens you are familiar with. This add-on product is called the halFILE ActiveX DLL. The requirements for Image Enabling your database are as follows:

1. halFILE must be installed. The halFILE ActiveX DLL works with any halFILE database. 2. You must have the ability to modify your program or apply a macro to your program that will perform the necessary API functions. 3. You must purchase the halFILE ActiveX DLL from hal Systems Corporation. Call your sales or technical support representative for more information. 4. The application that you are enabling must contain some field or value that can be passed to the halFILE ActiveX DLL so it can find the related image using a halFILE database.

With the halFILE ActiveX DLL, you scan and index images using halFILE. The index information you supply will be used to link to your application. For instance, if your application was an invoicing system that used an invoice number to uniquely identify an invoice, you could scan the invoices into halFILE and, from your application, you could view the images and post index information such as the invoice number into the halFILE database. From your application, you could also pass the invoice number to find, display and print the image for that invoice.

APPENDIX III

Building a Sample Application

The halFILE installation diskettes include database template files for several different applications that can be used to help you build your application. The sample applications provided include the following:

TITLE01.SPC - sample Title Plant database template. TITLE01.RPT - sample Title Plant Report for Format \#1. TITLE02.SPC - sample Title Bankruptcy database format \#2 template. TITLE03.SPC - sample Title Divorce database format \#3 template. TITLE04.SPC - sample Title Real Estate Closings database format \#4 template. TITLE05.SPC - sample Title Probates database format \#5 template. TITLE06.SPC - sample Title Financial Statements database format \#6 template. TITLE07.SPC - sample Title Tax Suits database format \#7 template. RESUME1.SPC - sample Resume/Personnel file database template. SIG01.SPC - sample Signature Verification database template AIM01.SPC – sample template that links to Aim for Windows Title Closing Package. For more information about setting up the Aim for Windows integration, call hal Systems and request document \#HFW0002.

To use one of these sample databases with a new application, perform the following:

1. Select File-Applications and set up a new application by selecting the New button and entering a 3-character application id and an application description. Select the desired folder option (we suggest \’limit number of images per folder and auto assign the folder id\’ with the number of images per folder set to 1000).
2. Select File-Database and click the New button. Select File-Open Specification and pick one of the above templates from the halFILE program directory. Make any modifications necessary, then select File-Build New Database to create a database.
3. Select File-Baskets and click the New button to add a basket for holding images.
4. If the database template you selected above includes any table fields, you must create the tables using File-Table. From the Table menu, select File-Add Predefined Tables to add tables that may already be delivered with the installation diskettes (such as the Title Plant Application Instrument Types table). Any tables that are not included can be created using the Create Table button on the Table form. If the template includes a table named \’TitleSubdivision\’, \’TitleTownship\’ or \’TitleAbstract\’ then you must set up these tables using the Base Edit icon in the halFILE program group.
5. Scan and index a test page to place a record in your database.
6. Perform a search for the document that was scanned and indexed. From the Search Hit List, select the Report button and add a new report. Select the appropriate .RPT file using the select button on the form. This should make the report file available to you so you can print a report of the hit list.
7. To complete the application set up, set up cartridges and drives to archive to using the Configure menu selection from halFILE\’s main menu.

APPENDIX IV

Importing Other Document Types into halFILE

halFILE lets you import documents from other application using a feature called \’Associated Documents.\’ Associated documents are documents in which an association has been defined in Windows based on the document extension. In other words, in Windows, you can associate anything with a .DOC extension to Microsoft Word, anything with an .XLS extension to Excel and so forth. By adding this support, halFILE can support numerous document types.

Setting up Associations

Within Windows, associations can be set up within Explorer. Select the View_Options menu and then the File Types tab. This will show you existing associations as well as let you add new ones.

Importing Associated Documents

There are several ways to import Associated Documents into halFILE including:

1. Use Tools_Import menu selection within halFILE.
2. Using the Explorer Send To feature.
3. Using HALMAIL when a document is attached to an e-mail message.

Importing using File_Import

To import Associated Documents using File_Import:

1. Set File Type the \’associated.\’ By default this is set to \’image.\’ If you fail to change the File Type and import documents you will receive an error when you try to view the documents.
2. Find the document or documents to import and add them into the import list using the Add to List or Add All buttons. Note that all documents must exist in the same directory.
3. Select the menu File_Begin Import.
4. Answer the \’After importing documents, do you wish to delete the original image files?\’ question. Answer yes if you want document to be removed after it has been imported into the halFILE basket.
5. The import screen is displayed. Here you can:
6. To view a document, double click the document number in the import list. This will look up the File Associated and run the Associated Application, automatically loading the document. For example, if you import a Word document and double click on the document in the Import List, then Word loads and shows the document.
7. Press the Import All Documents button to import all the documents in the Import List.
8. Select a document and press the Import Document button to import only the selected document.
9. Press the Remove Document button to remove a document from the Import List. This does not remove the actual document file.
10. Press the Close button to close the import window.

IMPORTANT: You are responsible for closing the Associated Document application when you are finished viewing the document. Failure to do so will result in out or memory errors when too many applications are running at the same time within Windows.

Version Control

halFILE supports version control of Associated Documents as follows. If a document is opened in search with version control active, the document is opened as read-only. This forces the user to save changes to the document to a new file (thus a new version of the document is created). If a document is opened with version control disabled, the document can be modified.

The version control option is set up in the Security/Versions tab of the Tools-Option screen of the halFILE Administrator. Options are:

• Allow users to save changes made to Associated Document (essentially no version control).
• Do NOT allow users to save changes to Associated Documents (documents are opened as read-only).
• Interactive mode which prompts the user when opening an Associated Document.

Reviewing the Basket Contents

To view documents in a basket, use Tools_Basket Status. Click once on images or text files since halFILE is the viewer for those document types and loading is immediate. Double-click associated files to load the target application and view the document.

Archiving Associated Documents

Archive Associated Documents in the same way you archive images or text files.

Searching and Viewing Associated Documents

When you search your halFILE Database and double-click on a document in the hit list, the associated application will be loaded if the file is identified as an association. As noted above, you are responsible for closing the application when you are through viewing the document. In cases where most documents are of the same type, you may want to leave the target application open to speed up load time.

If the document is on a rewritable device, you can change the document using the target application and save it back to disk. If the document is on a read-only device such as a CD, you can change the document and save it as a new document name. You could then import to new document into halFILE and now have versions of the same document. To provide a tracking of the versions, add a version or date field to your halFILE database.

Document Types Tested

In our labs, we have successfully imported the following document types: Word Excel PowerPoint Adobe Acrobat (PDF) HTML Internet web pages TIFF Images using the Wang Viewer as the target application Windows Bitmaps (BMP) JPEG Images WAV Sound Files MIDI Music Files AVI Videos

Organizing Documents

Use halFILE as your Document Binder. Set up a database containing search fields needed to find and group your documents. Archive your documents to CD and share them across the network. A sample Document Binder database in file could consist of:

Of course, the database can be customized to suit your needs. Then, using this Binder concept, you could search for the Simmons Account and find Word documents, scanned images, Excel spreadsheets all having to do with that account.

Associated Import Utility

The Associated Import Utility can be used to import sets of Associated Documents. This utility is capability of using the document file name to populate index fields. For more information see Supporting Document \#hfw0018 on the web at halfile.com or contact your sales representative. APPENDIX V

Text File Support

Text File Support, or halCOLD, is an add-on product from hal Systems which lets you import text documents and computer-generated output into halFILE. Often called COLD (Computer Output Laser Disk) or ERM (Enterprise Report Management), this feature provides a powerful method for storing text in a halFILE database. Utilities are provided for splitting text documents into halFILE documents, importing the text document with automatic indexing features, and overlaying a text document with an image overlay during search. Text and images can be integrated seamlessly in the same halFILE database.

To obtain more information on this feature contact your hal Systems Sales or Technical Support Representative or request document \#HFW0001.

APPENDIX VI

Add-On Applications

The following briefly describes other related applications available from hal Systems Corporation. For more information on these applications, request the referenced document number from hal Technical Support or on-line in the Supporting Documents section of Technical Support at halfile.com.

1. E-Mail Collector – a powerful system which archives e-mail from select Outlook or Outlook Express Folders to a halFILE E-mail Collector database. Includes a client module that can be used on non-halFILE workstations.
2. Automated Indexing – this module performs full-text OCR of TIFF images (requires Imaging Professional for Windows) and stores the results into a halFILE database. halFILE Search module can then be used to perform full-text searches of the data.
3. Rearchive Utility – this utility lets you archive to a large capacity disk and later, rearchive to a CD stage area in order to make CDs of the oldest images. This is useful when you want to keep as many images on-line as possible before moving them to CD. Document \# HFW0004.
4. Print to halFILE – this is a printer driver that lets you print from an application and create TIFF images of what was printed. It interfaces with haFILE\’s indexing module so, after printing is complete, the images can be placed into a basket and indexed. Document \# HFW0005.
5. Image Test and Process for ImageControls 2.x or later – this is a utility that can perform image testing and processing against a set of images. Processing options includes Deskew, Despeckle. Black Border Removal. Deshade. Streak removal. Line removal. Image Filtering. It is accessed using the Tools-Process Images menu in the halFILE Manager and requires ImageControls 2.x or later and either a Kofax Card or an Adrenaline Image Processing Software Engine. Document \# HFW0007.
6. Index Verify – this feature of halFILE is used to verify index data entry by re-keying the data a second time (typically by a second operator). It is enabled using the File_Databases_Verify Set Up button in the halFILE Administrator. This module displays the differences and lets the operator correct errors. Document \#HFW0008.
7. Barprint utility - used to print barcodes that can be attached to documents before scanning. Contact your sales representative for more information.
8. Fast Import Utility used primarily in Title Plant Applications to store documents to a folder and then import them into a halFILE database using the folder name as index field information. Document \#HFW0017.
9. Title Plant Extensions - includes documentation for many features for the Title Industry. Document \#HFW0002.
10. HFFLOW32 Database Synchronization Utility – formerly called TOFLOW, this utility is used to synchronize information between two like halFILE databases. Document \#HFW0022.
11. Word Merge Utility – used to merge halFILE information for an indexed document into a Word document. Document \#HFW0016.

APPENDIX VII

Hot Keys and Short Cuts

The section provides hot keys and short cuts that can be used in halFILE for Windows. Many of these are inherent to Windows and can be used, not only in halFILE, but in any Windows program. These are listed under the function of "Windows." Other hot keys are unique to halFILE and are listed in the part of the program where it is applicable.

Standard Windows Hot Keys:

halFILE Hot Keys:

INDEX

Access 23, 24, 25, 31, 50, 51, 76, 111, 145 Administrator 2, 5, 7, 8, 18, 20, 27, 28, 29, 31, 32, 34, 44, 45, 46, 47, 48, 49, 78, 81, 88, 96, 105, 110, 113, 119, 132, 133, 153, 164, 167 Adrenaline 17, 45, 53, 160, 167 annotation 150, 151, 152 appending pages 130, 132 archive 1, 8, 18, 41, 47, 85, 86, 87, 88, 89, 90, 91, 127, 146, 147, 153, 154, 162, 164, 165, 167 associated files 164 Associated Import 47, 135, 136, 139, 141, 143, 165 attached 50, 51, 79, 162, 163, 167 bar code types 44 Bar Code Types 44 bar codes 44, 45, 46, 55, 61, 63 Bar Codes 44, 45, 46, 55, 61, 63 basket 8, 18, 21, 30, 31, 32, 33, 34, 37, 38, 46, 47, 49, 53, 57, 65, 66, 72, 74, 75, 76, 77, 78, 79, 81, 85, 86, 89, 90, 91, 104, 113, 123, 125, 127, 128, 129, 130, 131, 132, 133, 134, 135, 141, 142, 143, 146, 162, 163, 164, 167 beginning of field 27, 93 between 95, 97 cartridge 11, 41, 42, 43, 74, 85, 86, 87, 88, 89, 90, 91, 145, 146, 147 CD 1, 2, 11, 13, 22, 42, 43, 85, 91, 134, 142, 145, 146, 164, 165, 167 Configure-Cartridges 42, 90 Configure-Drives 41, 42, 43, 90 Configure-Security 153 crop 58, 67 Crystal Reports 1, 12, 41, 47, 83, 95, 96, 118, 140 deleting pages 130, 133 deskew 58, 59, 60, 61, 63, 66, 67 despeckle 59, 61, 67 dimensions 71 document 6, 1, 6, 7, 8, 20, 21, 22, 23, 24, 25, 26, 27, 28, 30, 31, 32, 33, 34, 36, 37, 38, 41, 43, 44, 46, 47, 48, 49, 50, 54, 55, 56, 57, 61, 63, 64, 65, 68, 69, 72, 74, 75, 76, 77, 78, 79, 80, 81, 82, 85, 86, 88, 93, 95, 97, 99, 100, 102, 103, 104, 105, 108, 109, 113, 116, 117, 119, 120, 121, 122, 123, 125, 126, 127, 128, 129, 130, 131, 132, 133, 134, 139, 146, 147, 149, 154, 160, 162, 163, 164, 165, 166, 167, 169 Document Clipboard 81 drives 11, 32, 41, 42, 43, 89, 90, 91, 162 duplicate 7, 81, 121, 122, 169 Duplication 80 e-mail 7, 8, 9, 35, 37, 38, 68, 69, 76, 78, 80, 88, 90, 91, 108, 121, 122, 149, 150, 151, 163, 167 end of field 93, 97 external database 24, 25, 51, 145 external table 50 Fallout Report 109, 117, 118, 119, 120 fax 4, 19 field masks 29 Field Masks 29, 30, 31 file folder 87 File-Application 20, 21, 87, 162 File-Baskets 32, 33, 34, 78, 162 File-Database 21, 23, 25, 26, 27, 28, 29, 31, 113, 119, 146, 162 File-Import 47, 72, 73, 147 File-Index 78 File-New 20, 21, 38, 96 File-Print Setup 120, 121, 122 File-Reports 41 File-Scan 63, 67 File-Search 93 File-Tables 38 folder 13, 15, 19, 21, 22, 32, 33, 43, 49, 50, 68, 69, 70, 76, 79, 86, 87, 88, 89, 96, 100, 108, 109, 110, 118, 128, 134, 135, 142, 162, 167 Folder 22, 87 FTP 48, 69, 70, 72 help 3, 4, 5, 18, 31, 45, 46, 61, 67, 82, 83, 96, 103, 107, 114, 120, 122, 123, 147, 151, 162 hit list 7, 28, 29, 41, 95, 96, 97, 98, 99, 100, 104, 105, 107, 108, 109, 112, 114, 116, 120, 121, 122, 123, 162, 164, 169 hot key 3, 80, 81, 103, 168, 169 Hot key 3, 168 image 2, 6, 8, 9, 11, 12, 20, 21, 25, 30, 32, 41, 45, 47, 49, 50, 53, 55, 56, 57, 58, 59, 60, 61, 63, 64, 65, 66, 67, 69, 70, 73, 74, 75, 78, 79, 81, 82, 85, 93, 100, 102, 103, 104, 107, 108, 121, 122, 123, 126, 127, 129, 130, 131, 132, 133, 134, 135, 137, 149, 150, 151, 152, 153, 161, 162, 163, 166, 167, 169 ImageControls 56, 160, 167 import 2, 8, 18, 30, 36, 47, 49, 57, 66, 72, 73, 74, 75, 76, 123, 128, 135, 136, 137, 138, 139, 140, 141, 142, 143, 145, 147, 148, 163, 164, 165, 166, 167, 169 index 2, 3, 7, 8, 18, 21, 25, 29, 30, 31, 36, 37, 38, 40, 44, 46, 47, 50, 72, 75, 76, 77, 78, 79, 80, 81, 82, 83, 95, 97, 100, 105, 119, 120, 121, 122, 127, 128, 135, 139, 140, 143, 153, 154, 161, 162, 165, 167, 168, 169 Index 2, 18, 77, 78, 81 inserting pages 57, 66, 133 integrity 83 internal table 83 invert 60, 61, 67 Kofax 12, 13, 17, 45, 46, 53, 54, 58, 59, 60, 61, 131, 134, 135, 160, 167 magneto-optical 1 Magneto-optical 1 MAPI 149 mark up 150, 151 Mark up 150, 151 masks 7, 29, 30, 31, 89, 90 Masks 29, 30 moving pages 130, 133 network 1, 6, 13, 15, 33, 41, 42, 48, 72, 85, 91, 149, 165 OCR 1, 2, 8, 11, 12, 49, 55, 63, 82, 119, 123, 129, 167 ODBC 1, 13, 17, 23, 25, 31, 48, 96, 113 optical disk 2, 22, 41, 43, 85, 145 overlay 166 paper 6, 53, 54, 55, 63, 71 paper sizes 71 patch codes 46 Patch Codes 46 performance 3, 22, 23, 55, 83 print 47, 55, 61, 64, 67, 75, 78, 83, 95, 96, 118, 120, 121, 122, 127, 151, 161, 162, 167 process images 47 range 23, 63, 93, 95, 97, 103, 116, 117, 118, 120, 127, 128, 129, 131 rearranging pages 129, 131 references 28, 29, 33, 105, 116, 121, 122 References 28, 29 replacing pages 130, 132 report 3, 41, 49, 75, 95, 96, 97, 109, 117, 118, 119, 120, 140, 162, 166 reverse 61, 63, 107 scan 2, 12, 17, 18, 21, 36, 37, 38, 44, 45, 46, 47, 49, 53, 55, 56, 57, 58, 59, 60, 61, 62, 63, 64, 65, 66, 67, 68, 69, 70, 72, 74, 78, 79, 108, 122, 126, 127, 128, 131, 153, 154, 160, 161, 162, 169 Scan 2, 12, 18, 21, 53, 55, 61, 67 scanner 2, 4, 12, 13, 17, 45, 46, 53, 54, 55, 56, 57, 58, 59, 60, 61, 62, 63, 64, 65, 66, 67, 71, 72, 80, 82, 123, 127, 130, 131, 132, 133, 160 Scanner 2, 12, 53, 54, 55, 58, 61, 62, 63, 66, 67 SCSI 12, 17, 53 search 1, 2, 3, 7, 8, 18, 23, 26, 27, 28, 29, 39, 40, 41, 47, 48, 50, 73, 77, 78, 79, 80, 81, 83, 91, 93, 94, 95, 96, 97, 98, 99, 100, 103, 104, 105, 106, 107, 108, 109, 110, 111, 112, 113, 114, 115, 116, 117, 118, 119, 120, 121, 122, 123, 140, 153, 154, 162, 164, 165, 166, 167, 168, 169 security 2, 7, 20, 27, 29, 30, 48, 100, 113, 125, 153, 156, 164 short cut 3, 24, 168 sizes 71, 103 SmartNames 110, 111 soundex 111, 112 Soundex 97, 111 stapling 57, 61, 64, 65, 66, 67, 74, 169 starter 109, 112, 113, 114, 115, 116, 117, 118, 119, 120 table i, 3, 8, 18, 21, 24, 25, 29, 38, 39, 40, 41, 42, 47, 48, 50, 51, 71, 79, 83, 100, 105, 109, 110, 111, 146, 147, 162, 165, 169 Table 24, 38, 39, 40, 147, 162 template 9, 24, 25, 79, 105, 108, 162 Text File Support 3, 166, 167, 168 Text Files 90, 96, 164 Tools-Associated Import 135 Tools-Basket Status 125 Tools-Image Utility 131, 132, 133 Tools-Move Images 129, 130, 131 Tools-Options 29, 46, 49, 50, 57, 66, 74, 79, 80, 81, 82, 105, 112, 118, 120, 122, 169 Tools-Process Images 134, 135, 167 Tools-Test Images 134 transactions 47 TWAIN 12, 17, 53, 62, 63, 65, 66, 67, 68, 69, 131, 160 update 5, 47, 116 user 1, 2, 4, 5, 1, 6, 7, 8, 12, 13, 22, 23, 25, 29, 30, 42, 48, 68, 69, 70, 72, 87, 93, 113, 118, 125, 149, 153, 154, 155, 156, 164 User 1, 4, 6, 7, 8, 9, 12, 13, 19, 20, 22, 25, 27, 29, 30, 31, 33, 34, 35, 36, 37, 42, 43, 46, 47, 48, 63, 68, 69, 70, 72, 85, 87, 91, 93, 105, 110, 113, 118, 120, 125, 149, 153, 154, 155, 156, 164 verify 16, 31, 38, 47, 85, 104, 167 Word Merge 9, 105, 109, 167 workflow 35 Workflow 33, 34, 36, 37 WorkFlow 33 WORM 1, 41, 42