1. ScanDEX Pro Training Manual1
ScanDEX Pro
Training Manual

2. ScanDEX Pro Training Manual2
This basic training session will help you design, create, use, and maintain a ScanDEX Pro database.
For custom settings, and advanced configuration please consult the manual or Help files

3. ScanDEX Pro Overview 3
ScanDEX Pro database is a Microsoft Jet Engine version 3.0 database. That means that you can work with your database using MS Access or any other program that support MS Access databases. The database is stored in a single file (with the extension *.MDB) and can be moved, deleted, renamed or copied as you wish.
ScanDEX is designed to act as a stand-alone database or as a Client-Server software using ScanDEX Client which will be covered in a separate training session.
The Main menu toolbar bellow contains all commands that appear as icons throughout all three modes in ScanDEX Pro

4. ScanDEX Pro Overview ScanDEX Pro is divided into three modes:4
ScanDEX Pro is divided into three modes:
Design Mode
Insert Mode
Query Mode
You can navigate between the modes by pressing on the modes icons or by choosing the mode from the Mode menu:

5. ScanDEX Pro Design Mode5
In Design mode you design the database, Create indexing fields, and link fields to image areas. The design mode is the basis for the subsequent indexing and archiving in Insert mode.
The database design is done in two steps. First you setup the overall design structure of your database - how documents are stored, where they are stored and so on - then you define the fields for each record

6. Design Mode Layout Database Toolbar Current database location6
Database Toolbar
Current database location
File insertion configuration
Log file location
Indexing field toolbar

7. ScanDEX Pro Insert Mode7
In Insert Mode you index documents and insert them into the database.
There are many different ways of inserting documents in ScanDEX Pro and the best way to index depends on your documents, your organization, the number of people involved in the process, your hardware configuration and so on.
Insert mode is the mode where data entry people will spend most of their time using ScanDEX

8. Insert Mode Layout Pending files list Image Thumbnail Image8
Pending files list Image Thumbnail
Scanners panel
Record insertion
Toolbar
Indexing fields
Image
manipulation
toolbar
Image full view

9. Query
Mode
ScanDEX Pro Query Mode 9
Query Mode is where you view the contents of your database. You can search for records that fulfill specific criteria, make changes to the document or field values and design queries for other users.
End users will usually use Client to search the database and print images, and not Pro.

10. Query Mode Layout Records Image manipulation toolbar10
Records
Predefined query list
Custom search button
Indexing field can be edited
from Query mode
Image
manipulation
toolbar

11. Database Setup suggestions11
Plan carefully before you start designing a new database, once the database is created it will be very difficult to modify some of the options
Always follow ScanDEX defaults
Use the Help buttons on the applet to get more information if needed
Always backup your database

12. Creating a new database12
Design
Mode
Go to the Design mode
Choose Database/New from the
menu or click on the new page icon
An info window will pop up, hit Next.
Window Explorer will ask you to name the new database, and will default the MDB location to C:\My Documents. You can place it anywhere you wish to.
Next comes the big question: By Data or By File? It is an important question so we will dedicate few slides for this question.

13. By Data or by File? Design Mode By Data13
By Data
Your documents are stored directly in the database. In this way all of your documents are stored in one file - the database file. Administrating one file is easier than administrating several files. The disadvantage of database storage is that a database file can become corrupt, invalidating the entire archive. Administrating backup is simpler when storing by data. Documents stored by data can at any time be exported to files on your hard disk for external use.
By File
Your documents are stored as files outside the database. Only the file path is stored in the database. Choose this option if you want to work with your documents as external files. Using external file storage makes your archive independent of the ScanDEX Pro database. You can handle the files manually and for instance insert file references in another database. The disadvantage is that the data integrity of your archive becomes more vulnerable. External files can be moved, deleted or renamed, making them inaccessible to your ScanDEX Pro archive.

14. By Data or by File? Images By Data Database By File Database Images
Design
Mode
By Data or by File? 14
Images
By Data
Database
By File
Database
Images
ScanDEX
ScanDEX
SQL
Only small databases
should be configured as
By Data
By File Database is the default setting

15. Absolute or Relative Path?
Design
Mode
Absolute or Relative Path? 15
By Absolute Path
ScanDEX Pro stores your document files at the destination path you enter in the edit box. This destination is written as an absolute path in the database. If you move the files to another location after indexing and archiving, the database won’t be able to find them. However it’s possible to change the path during indexing and archiving to place your document files at different drives and/or directories.
By Relative Path
ScanDEX Pro stores your document files at the destination path you specify by clicking Settings. This destination is written as a relative path. If you after indexing and archiving move the files to another location, you specify this new location as the new relative path and the database will be able to find the files. However this option requires that all document files are stored at the same relative location.

16. Relative Path Settings
Design
Mode
Relative Path Settings 16
ScanDEX Pro stores your document files at the destination path you enter in the edit box. This destination is written as an alias - a relative path in the database. If you after indexing and archiving move the files to another location, you specify this new location here. Using a relative path makes it possible to move the files to a different location.

17. Logging Screen Location of the ScanDEX Log file
Design
Mode
Logging Screen 17
Location of the ScanDEX Log file
recipients addresses
OFD file location.
(Will be covered under the Client
Section)
The last screen will provide you with general information as for the next steps of designing your database. Once you read the information, click on the Finish button and you have a new database.

18. What do you want to search by?
Design
Mode
Indexing Fields 18
Add Field
Next step in designing a new database is creating the indexing fields
The best way to create a well searchable database is to ask yourself a simple question:
What do you want to search by?
Create the fields that you want to search by, and any additional fields you wish to have
There is no limit to how many fields you can have
Delete Field
Field Properties
Move Fields up or down
Fields Toolbar

19. Creating a New Field Next slide will cover this list
Design
Mode
Creating a New Field 19
Click on the Add Field icon-
A Field Properties box will open
Type the name of the field in the Name window
The Type drop-list will produce this list:
Next slide will cover this list

20. Design
Mode
Type Data List 20
Type
Values
Control
Text
Text or combinations of text and numbers.
Up to 255 characters
Text - or Combo box
Memo
Lengthy text or combinations of text and numbers.
Up to 64,000 characters.
Text box
Date
Date values for the years 1900 through 2100
Calendar control
Boolean
A value that is true or false according to whether
the check box is clicked or not.
Check box
Byte
An integer from 0 to 255
Short
An integer from -32,768 to 32,767
Long
An integer from -2,147,483,648 to 2,147,483,647
Single
A real from E38 to E38
(7 digits of decimal precision)
Double
A real from E308 to E308
(15 digits of decimal precision)
Next slide shows what the fields will look like in each setting

21. Indexing Field Samples
Design
Mode
Indexing Field Samples 21
Text or combinations of text and numbers. Up to 255 characters
Date values for the years
1900 through 2100
Lengthy text or combinations of text and numbers. Up to 64,000 characters.
Good for full page OCR

22. Indexing Field Samples
Design
Mode
Indexing Field Samples 22
List Selection
If you choose one of the data types: text, short, long, single or double, you can specify whether the input has to be typed in by the user, selected from a list or both.
This is what the list will look like

23. Creating a New Field- Field Options
Design
Mode
Creating a New Field- Field Options 23
Create Index
Clear this check box, if you don't want to create an index for the field.
Value Required
Mark this check box if you don't want to allow empty field values
No duplicate values
Mark this check box if you don't want to allow duplicate field values
Show Field during Insert
Clear this check box, if you don’t want the field to be displayed in the Field window during Insert mode. It’s useful if the field input data will be inserted automatically or if the field input data can’t be derived from the image
Caption
Enter a caption for the field. The caption appears as the label for the attached control in the Field window. If you don't specify a caption for a field, the field name will be displayed as the label for the attached control. You can change a field’s caption at any time without affecting the data in the field.
Database Default Value
The setting of the Database Default Value is not used in ScanDEX Pro. The setting is used in ScanDEX Client when inserting new records from within this program. When the record is created in ScanDEX Client, the initial value of the field will be the specified value.

24. Design
Mode
Image Linking 24
You can link an index field to an area on the image by selecting the area with the right mouse button in the Image window. ScanDEX Pro zooms automatically to this selection whenever the field in the Field window is active. ScanDEX Pro assumes by default that the drawing title block is situated in the lower, right corner. If your drawing title blocks are situated elsewhere, you should click on one of the other corners.

25. Populating the Fields 25
Once you created the field adding new data to a field manually is done by clicking in the field control in the Field window and typing the new data. However, adding new data in a field has a different signification depending on which mode you’re in:
In Design mode new data in a field signifies a default value for the subsequent indexing in Insert mode.
In Insert mode new data in a field will be saved in the database as part of new record.
In Query mode new data in a field changes the existing record in the database.

26. and OCR (Optical Character Recognition).
Design
Mode
Populating the Fields 26
An alternative way of populating the fields manually is by using macros
and OCR (Optical Character Recognition).
Macros
ScanDEX Pro supports several system macros. The macros are inserted in the Design mode by right-clicking on the field and choosing “Insert Macro”
OCR
OCR can be configured from the Design mode to automatically capture text from documents as it being scanned or on an “as needed” base from the Insert and Query modes
Hollerith
Hollerith data can be automatically captured from Aperture cards as they being scanned

27. System Macros Design Mode27
System Macros
NOW- Inserts the computer’s current time and date in the field during indexing
OCR- Performs OCR on the selection area and inserts the result in the field*
USER- Inserts the Windows login name
AREA_ISO- Will insert the image area in Square Meters
AREA_US- Will insert the image area in Square Feet
HEIGHT- Will insert the height of the image in pixels
WIDTH- Will insert the width of the image in pixels
ACAD- Used to automatically extract block attributes from AutoCAD files
PATH, FILENAME, and EXTENSION macros are used to extract various parts of the filename for the file to be inserted
PAGES- Expands to the number of pages in a multi-page TIF file
INCR- Auto increment number
DPI- will insert the resolution of the raster image
TODAY- will insert the date part of the computers current time
*This will be covered under OCR

28. Design
Mode
OCR 28
OCR is a great way to populate fields and save data entry, it can be configured from the Design mode to automatically capture text from documents as it being scanned or on an “as needed” base from the Insert and Query modes
You can customize the OCR options through the OCR menu under: Image/OCR Options menu
How to configure OCR in the Design mode
Scan a sample document in Insert mode
Go back to Design mode and place the cursor in the field you wish to OCR
Using the left mouse button zoom in to the text you want to capture
Using the right mouse button create a yellow box around the text. The box should be larger than the text, and it is preferable if it will contain part of the border

29. Design
Mode
OCR 29
Right click in the field area and choose OCR from the macro list
All documents scanned in Insert mode will link the yellow box to the field created, and extract the text
7. Add any additional field you wish to OCR
“As Needed” OCR
Place the cursor in the field you wish to OCR
In Design or Query modes Use the right mouse button create a yellow box around the text you wish to OCR
Choose OCR from the Image menu on the main toolbar Click on the Te button on the image toolbar or

30. Hollerith Data Extraction30
Hollerith data can be extracted from Aperture cards automatically when you are using the
IDEAL ACS 4200 Scanner
   In Insert mode , click with the right mouse button on Aperture Scanner Icon and select Setup.
   Choose Macro Definitions and create a HOL macro of the type Hollerith Codes.
   Go to Design mode , select the field you want to have Hollerith Codes values extracted to.
   Click with the right mouse button in the field and select Insert Macro.
   Select HOL macro you created, click OK. The macro will then be inserted
in the field control according to the Macro Syntax. 
    After the macro name, type the code range enclosed in parentheses, separated by a semicolon.
For example HOL(5;15), which will extract the sub string from position 5 to 15 from the Hollerith
string.
   During indexing ScanDEX Pro will now assign the value of the specified Hollerith
Codes range to the field.

31. Setting Up Scanners These are the ScanDEX compatible scanners: Insert
Mode
Setting Up Scanners 31
These are the ScanDEX compatible scanners:
ed Images/Documents
Network/Fixed- Disks/CDs/
Optical Drives
Document Scanners
IDEAL Scanners
IDEAL ScanOS

32. Setting Up Scanners Open the Insert menu on the main toolbar
Mode
Setting Up Scanners 32
Open the Insert menu on the main toolbar
Select the scanner type you want to create
Once you created a scanner you will need to customize it
To enter the scanner’s setup menu right-click on the scanner icon and choose Setup

33. Scanner Properties Image The Image tab allows you to add the
Insert
Mode
Scanner Properties 33
The following scanner properties screens are common for all the scanners: Image, Output, and Macro Definitions.
Image
The Image tab allows you to add the
automatic post-scanning processes
seen this list.
To add a process just highlight it,
and click Add.
Some processes need to occur before
others so you can move the process
up or down using the Up and Down
buttons. I.e: Despeckle needs to occur before Crop.

34. Scanner Properties Output This is where ScanDEX stores the
Insert
Mode
Scanner Properties 34
Output
This is where ScanDEX stores the
Images before you save them into the
Database. A very common DBA
error is to point this directory to the
Final destination of the file,
an action that resulting in a
database lock-up.
This is also where you assign the output files format.

35. Scanner Properties Macro Definitions
Insert
Mode
Scanner Properties 35
Macro Definitions
This is where you create new macros in
ScanDEX.
Here is what a Hollerith macro
looks like

36. Scanner Properties Different scanners have different additional
Insert
Mode
Scanner Properties 36
Different scanners have
different additional
Properties tabs.
This is a General tab for an
IDEAL scanner.
ISIS scanner.

37. Scanner Properties Aperture card scanners Have an addition tab called
Insert
Mode
Scanner Properties 37
Aperture card scanners
Have an addition tab called
Papersize.
This is where the Hollerith
paper size is set up.

38. Insert
Mode
Scanner Properties 38
Once you finished setting up a scanner right-click on the scanner icon and choose Connect.
Scanner status colors:
Grey- Disconnected
Green- Ready
Yellow- Scanning
Red- Trouble

39. Insert Mode Toolbar Manual File Insertion A quick way to import files39
Manual File Insertion
A quick way to import files
without setting up a scanner.
Pending File List
View the list, skip files.
Write To Database
Save
Skip
Erase the top
file on the list
Skip All
Erase all the files in the list
Automated Insertion
Lets the system enter all the files automatically

40. Image Manipulation The Icons control the current active image.40
Remember that you can have the ScanDEX manipulate the image BEFORE it shows up in the Pending File List using the post-scanning processes.
In case you want to manipulate the image manually you can use the Image manipulation toolbar or the Image tab from the main toolbar.
The Icons control the current active image.
If you are not sure about what the icon means let the mouse hover over the icon to get more information.
You can also edit an image/record after it was inserted into the database.

41. Insert
Mode
Multi-Page Settings 41
You can use all scanners to create multi-page documents. However, ISIS scanners will give you the Advanced multi-page options
Advanced multi-page will enable you to use banner pages to separate records, and even to index those record fields automatically.
The recommended settings for banner pages font is Times New Roman size 12.
The Separator character is #
Example: You want to separate records with a banner page and index the Document Name field as “Plumbing”:
BANNERPAGE
Document Name#Plumbing
The Document Name field will contain syntax.

42. Editing Multi-Page Query Mode42
When you have a multi-page opened in ScanDEX Pro the following toolbar appears
in the Image window:
Previous page  Current page/Total pages  Next page
To manipulate the multi-page file, double-click on the square in the middle of the toolbar,
a dialog box then appears:
You can add or delete a page within a multi-page. In addition you can reorder the pages by selecting a page and move it up or down in the list. Finally you can go to a page by selecting it in the list and click on the Goto button. The dialog box will be closed and the certain page will be the current image in the Image window. If you click on Close, the current page will be the same as the current page when you activated the dialog box.

43. Query
Mode
Query Mode 43
The Query mode is used to edit, delete records, and to create queries for ScanDEX Client.
ScanDEX Pro does not have the advanced search capabilities that Client has, and cannot print directly to any printer.
Creating Queries
You can create queries using the Query Builder or build your own queries in MS Access.
The Query builder helps you to create a select or parameter query and creates the corresponding SQL-statement. Use the query builder if you want help in creating SQL-statements.
To get started choose Query from the main toolbar
and choose New.
Once you created a new query it will appear
on the query list.

44. Setting up Viewers 44
Viewers
ScanDEX supports several viewers.
In order for the viewers to work they must be installed on the computer.
To set up viewers choose set up viewers from the Edit icon on the main toolbar in Pro, and the View tab in Client
ScanDEX Pro is as default installed with the programs standard raster viewer enabled. We recommend that this viewer always be used as the primary viewer for viewing raster images. As long as the standard raster viewer is enabled, this viewer, disregarding what additional viewers that have been enabled, will view all raster images.
The standard raster viewer among other formats
supports TIF (including multi-page), CALS, JPEG, PCX, DCX, BMP, PSD etc.

45. Hybrid Editors and Auto- launch45
Many third party editors support hybrid editing. A hybrid editor enables you to work on a file which contain both raster and vector data. Some of these editors keep the raster data in one file and the vector files in another file. The two files are put together by means of a third file - a reference file. ScanDEX Pro keeps all these three files in one file, called a compound file. The compound file contains all three files and information on which application to use when editing the compound file.
To set up a program to launch directly from ScanDEX click on Image/Tools/Customize from the main menu, and choose Add. Then browse to the program you want to run from ScanDEX.
The program’s icon will now be visible on the Image Manipulation toolbar
IVector icon
This ends the ScanDEX Pro portion of this manual

46. ScanDEX Client Training Manual46
ScanDEX Client Training Manual

47. ScanDEX Client Layout Add external editors Full page view Copy47
Add external editors
Full page view
Copy
Zoom out
Export
Print form view
Edit/Save
Print image
Search All/Reset
Check-Out
Multi-Page
toolbar
Indexing fields
Image
Records
Print list
Toggle views

48. ScanDEX Client Training Manual48
ScanDEX Client Training Manual
Welcome to ScanDEX Client, the fast and easy to use front-end to your digital archive created with the ScanDEX scanning and indexing software. With ScanDEX Client you can search for, browse, view, edit or print your indexed documents.
This short manual will help you set up your Client, and get  you up and running quickly. For custom settings, and advanced configuration please consult the manual and Help files.

49. What is the ScanDEX Client OFD File?49
What is the ScanDEX Client OFD File?
Until now your ScanDEX database was consisted of two components:
1-The MDB file (the database).
2-The Repository (if you have a “By File” database).
We will now add a new component- OFD.
The OFD is the file which Client is based on for querying the ScanDEX MDB. You can create as many OFD files as you wish, and customize each one of them separately.
The OFD file is based on a the Archive table in the ScanDEX MDB by default but you can easily base it on a custom query you create. I will show you how later on.
OFD stands for Orbit Field Definition. Just in case you
wonted to know.

50. Creating the ScanDEX Client OFD50
Creating the ScanDEX Client OFD
Go to Program Files/IDEAL/ScanDEX/ScanDEX Client, and open Client. Client will open the sample AEC database.
Click on File/New from the main toolbar.
A browsing window will open. Brows to your ScanDEX MDB file you want to use for Client, and click OK.
You’ve just created your OFD file.
Click on File/Save to save your
OFD Client file.

51. 51
The Three Fs
Client’s most useful menus are the three Fs: F3, F4, and F5.
Lets start with F4. As I mentioned before, Client defaults to the Archive table in the MDB. You can create your own queries in Pro and specify different queries as the Data Table Name in different Client OFDs, restricting users to search and view only the files you want them to.
F4 menu can (should) be password protected.
In this menu you can chose whether users can make changes to the records or not.
And F4 is the first place to go when you can’t find your drawings. Just make sure that the Database is pointing to the correct MDB file, the Data Table Name is the one you want, and that the Root Directory is pointing to where your images are.

52. (F3) F3 Lets you: F5 Lets you: Enable Print Tracking.52
F3 Lets you:
Enable Print Tracking.
Customize your Client background.
Change the form view.
(F3)
F5 Lets you:
Change the indexing fields font settings.
Add more query buttons to the form.
Add Bitmaps and more.
Images can come up large on initial search or in Quick View.

53. Suggestions for creating a ScanDEX-Client System53
Suggestions for creating a ScanDEX-Client System
Create several OFD files on the network, and point the Client workstations to those OFDs.
Protect the OFDs with a password (F4).
Users can add records, and make changes to the records and the indexing fields if you enable them to (F4) so you should plan your system configuration carefully.
Use the Hybrid Editor function in Client the same
way it is described in slide 45 for streamlining your work.
Save your OFD after every change you make under File/Save from the main toolbar.
Backup your MDB, OFD, and your images on regular bases.

54. 54
Thank you for going over this brief training manual! If you need more information you can use the PDF manual in the ScanDEX’s directory or the great HTML help files. Enjoy your new ScanDEX, and please visit us on the web at: