HalFILE 3.0 Documentation

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-]

[Chapter 1] [Chapter 2] [Chapter 3] [Chapter 4] [Chapter 5] [Chapter 6] [Chapter 7] [Chapter 8] [Chapter 9] [Chapter 10] [Appendix I] [Appendix II] [Appendix III] [Appendix IV] [Appendix V] [Appendix VI] [Appendix VII]