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ScanDEX Pro Training Manual 1. ScanDEX Pro Training Manual This basic training session will help you design, create, use, and maintain a ScanDEX Pro database.

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Presentation on theme: "ScanDEX Pro Training Manual 1. ScanDEX Pro Training Manual This basic training session will help you design, create, use, and maintain a ScanDEX Pro database."— Presentation transcript:

1 ScanDEX Pro Training Manual 1

2 ScanDEX Pro Training Manual 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 2

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 ScanDEX Pro Overview 3

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

5 ScanDEX Pro Design Mode 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 Design Mode 5

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

7 ScanDEX Pro Insert Mode 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 Insert Mode 7

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

9 ScanDEX Pro Query Mode 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. Query Mode 9

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

11 Database Setup suggestions 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 11

12 Creating a new database 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. Design Mode 12

13 13 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. Design Mode By Data or by File?

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

15 Absolute or Relative Path? 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. Design Mode 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. 15

16 Relative Path Settings 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. Design Mode 16

17 Logging Screen 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. Design Mode 17

18 Indexing Fields 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 Design Mode Add Field Delete Field Field Properties Move Fields up or down Fields Toolbar 18

19 Creating a New Field Design Mode 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 19

20 Type Data List TypeValuesControl TextText or combinations of text and numbers. Up to 255 characters Text - or Combo box MemoLengthy text or combinations of text and numbers. Up to 64,000 characters. Text box DateDate values for the years 1900 through 2100 Calendar control BooleanA value that is true or false according to whether the check box is clicked or not. Check box ByteAn integer from 0 to 255 Text - or Combo box ShortAn integer from -32,768 to 32,767 Text - or Combo box LongAn integer from -2,147,483,648 to 2,147,483,647 Text - or Combo box SingleA real from E38 to E38 (7 digits of decimal precision) Text - or Combo box DoubleA real from E308 to E308 (15 digits of decimal precision) Design Mode Next slide shows what the fields will look like in each setting 20

21 Indexing Field Samples Design Mode 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 Text or combinations of text and numbers. Up to 255 characters 21

22 Indexing Field Samples 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 Design Mode 22

23 Creating a New Field- Field Options 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. Design Mode 23

24 Image Linking 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. Design Mode 24

25 Populating the Fields 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. 25

26 Populating the Fields 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 Design Mode 26

27 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 Design Mode 27

28 OCR 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 1.Scan a sample document in Insert mode 2.Go back to Design mode and place the cursor in the field you wish to OCR 3.Using the left mouse button zoom in to the text you want to capture 4.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 Design Mode 28

29 OCR 5. Right click in the field area and choose OCR from the macro list 6. 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 1.Place the cursor in the field you wish to OCR 2.In Design or Query modes Use the right mouse button create a yellow box around the text you wish to OCR 3.Choose OCR from the Image menu on the main toolbar Click on the Te button on the image toolbar or Design Mode 29

30 Hollerith Data Extraction Hollerith data can be extracted from Aperture cards automatically when you are using the IDEAL ACS 4200 Scanner 1. In Insert mode, click with the right mouse button on Aperture Scanner Icon and select Setup. 2. Choose Macro Definitions and create a HOL macro of the type Hollerith Codes. 3. Go to Design mode, select the field you want to have Hollerith Codes values extracted to. 4. Click with the right mouse button in the field and select Insert Macro. 5. Select HOL macro you created, click OK. The macro will then be inserted in the field control according to the Macro Syntax. 6. 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. 7. During indexing ScanDEX Pro will now assign the value of the specified Hollerith Codes range to the field. 30

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

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 Setting Up Scanners Insert Mode 32

33 Scanner Properties 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. Insert Mode 33

34 Scanner Properties 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. Insert Mode 34

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

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

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

38 Scanner Properties 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 Insert Mode 38

39 Insert Mode Toolbar Insert Mode 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 39

40 Image Manipulation 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. 40

41 Multi-Page Settings 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. Insert Mode 41

42 Editing Multi-Page 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. 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: Query Mode 42

43 Query Mode 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. Query Mode 43

44 Setting up Viewers 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. 44

45 Hybrid Editors and Auto- launch 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 45 This ends the ScanDEX Pro portion of this manual

46 ScanDEX Client Training Manual 46

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

48 ScanDEX Client Training Manual 48 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 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 OFD 50 1.Go to Program Files/IDEAL/ScanDEX/ScanDEX Client, and open Client. Client will open the sample AEC database. 2.Click on File/New from the main toolbar. 3. A browsing window will open. Brows to your ScanDEX MDB file you want to use for Client, and click OK. 4.You’ve just created your OFD file. Click on File/Save to save your OFD Client file.

51 The Three Fs 51 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 Lets you: 52 Customize your Client background. Change the form view. Enable Print Tracking. 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. (F3)

53 Suggestions for creating a ScanDEX- Client System 53 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:


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