Presentation on theme: "ScanDEX Pro Training Manual"— Presentation transcript:
1 ScanDEX Pro Training Manual 1ScanDEX ProTraining Manual
2 ScanDEX Pro Training Manual 2This 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 Overview3ScanDEX 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: 4ScanDEX Pro is divided into three modes:Design ModeInsert ModeQuery ModeYou can navigate between the modes by pressing on the modes icons or by choosing the mode from the Mode menu:
5 ScanDEX Pro Design Mode 5In 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 location 6Database ToolbarCurrent database locationFile insertion configurationLog file locationIndexing field toolbar
7 ScanDEX Pro Insert Mode 7In 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 Image 8Pending files list Image ThumbnailScanners panelRecord insertionToolbarIndexing fieldsImagemanipulationtoolbarImage full view
9 QueryModeScanDEX Pro Query Mode9Query 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 toolbar 10RecordsPredefined query listCustom search buttonIndexing field can be editedfrom Query modeImagemanipulationtoolbar
11 Database Setup suggestions 11Plan carefully before you start designing a new database, once the database is created it will be very difficult to modify some of the optionsAlways follow ScanDEX defaultsUse the Help buttons on the applet to get more information if neededAlways backup your database
12 Creating a new database 12DesignModeGo to the Design modeChoose Database/New from themenu or click on the new page iconAn 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 Data 13By DataYour 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 FileYour 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 DesignModeBy Data or by File?14ImagesBy DataDatabaseBy FileDatabaseImagesScanDEXScanDEXSQLOnly small databasesshould be configured asBy DataBy File Database is the default setting
15 Absolute or Relative Path? DesignModeAbsolute or Relative Path?15By Absolute PathScanDEX 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 PathScanDEX 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 DesignModeRelative Path Settings16ScanDEX 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 DesignModeLogging Screen17Location of the ScanDEX Log filerecipients addressesOFD file location.(Will be covered under the ClientSection)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? DesignModeIndexing Fields18Add FieldNext step in designing a new database is creating the indexing fieldsThe 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 haveThere is no limit to how many fields you can haveDelete FieldField PropertiesMove Fields up or downFields Toolbar
19 Creating a New Field Next slide will cover this list DesignModeCreating a New Field19Click on the Add Field icon-A Field Properties box will openType the name of the field in the Name windowThe Type drop-list will produce this list:Next slide will cover this list
20 DesignModeType Data List20TypeValuesControlTextText or combinations of text and numbers.Up to 255 charactersText - or Combo boxMemoLengthy text or combinations of text and numbers.Up to 64,000 characters.Text boxDateDate values for the years 1900 through 2100Calendar controlBooleanA value that is true or false according to whetherthe check box is clicked or not.Check boxByteAn integer from 0 to 255ShortAn integer from -32,768 to 32,767LongAn integer from -2,147,483,648 to 2,147,483,647SingleA real from E38 to E38(7 digits of decimal precision)DoubleA 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 DesignModeIndexing Field Samples21Text or combinations of text and numbers. Up to 255 charactersDate values for the years1900 through 2100Lengthy text or combinations of text and numbers. Up to 64,000 characters.Good for full page OCR
22 Indexing Field Samples DesignModeIndexing Field Samples22List SelectionIf 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 DesignModeCreating a New Field- Field Options23Create IndexClear this check box, if you don't want to create an index for the field.Value RequiredMark this check box if you don't want to allow empty field valuesNo duplicate valuesMark this check box if you don't want to allow duplicate field valuesShow Field during InsertClear 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 imageCaptionEnter 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 ValueThe 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 DesignModeImage Linking24You 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 Fields25Once 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). DesignModePopulating the Fields26An alternative way of populating the fields manually is by using macrosand OCR (Optical Character Recognition).MacrosScanDEX Pro supports several system macros. The macros are inserted in the Design mode by right-clicking on the field and choosing “Insert Macro”OCROCR 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 modesHollerithHollerith data can be automatically captured from Aperture cards as they being scanned
27 System Macros Design Mode 27System MacrosNOW- Inserts the computer’s current time and date in the field during indexingOCR- Performs OCR on the selection area and inserts the result in the field*USER- Inserts the Windows login nameAREA_ISO- Will insert the image area in Square MetersAREA_US- Will insert the image area in Square FeetHEIGHT- Will insert the height of the image in pixelsWIDTH- Will insert the width of the image in pixelsACAD- Used to automatically extract block attributes from AutoCAD filesPATH, FILENAME, and EXTENSION macros are used to extract various parts of the filename for the file to be insertedPAGES- Expands to the number of pages in a multi-page TIF fileINCR- Auto increment numberDPI- will insert the resolution of the raster imageTODAY- will insert the date part of the computers current time*This will be covered under OCR
28 DesignModeOCR28OCR 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 modesYou can customize the OCR options through the OCR menu under: Image/OCR Options menuHow to configure OCR in the Design modeScan a sample document in Insert modeGo back to Design mode and place the cursor in the field you wish to OCRUsing the left mouse button zoom in to the text you want to captureUsing 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 DesignModeOCR29Right click in the field area and choose OCR from the macro listAll documents scanned in Insert mode will link the yellow box to the field created, and extract the text7. Add any additional field you wish to OCR“As Needed” OCRPlace the cursor in the field you wish to OCRIn Design or Query modes Use the right mouse button create a yellow box around the text you wish to OCRChoose OCR from the Image menu on the main toolbar Click on the Te button on the image toolbar or
30 Hollerith Data Extraction 30Hollerith data can be extracted from Aperture cards automatically when you are using theIDEAL 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 insertedin 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 Hollerithstring. During indexing ScanDEX Pro will now assign the value of the specified HollerithCodes range to the field.
31 Setting Up Scanners These are the ScanDEX compatible scanners: Insert ModeSetting Up Scanners31These are the ScanDEX compatible scanners:ed Images/DocumentsNetwork/Fixed- Disks/CDs/Optical DrivesDocument ScannersIDEAL ScannersIDEAL ScanOS
32 Setting Up Scanners Open the Insert menu on the main toolbar ModeSetting Up Scanners32Open the Insert menu on the main toolbarSelect the scanner type you want to createOnce you created a scanner you will need to customize itTo 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 InsertModeScanner Properties33The following scanner properties screens are common for all the scanners: Image, Output, and Macro Definitions.ImageThe Image tab allows you to add theautomatic post-scanning processesseen this list.To add a process just highlight it,and click Add.Some processes need to occur beforeothers so you can move the processup or down using the Up and Downbuttons. I.e: Despeckle needs to occur before Crop.
34 Scanner Properties Output This is where ScanDEX stores the InsertModeScanner Properties34OutputThis is where ScanDEX stores theImages before you save them into theDatabase. A very common DBAerror is to point this directory to theFinal destination of the file,an action that resulting in adatabase lock-up.This is also where you assign the output files format.
35 Scanner Properties Macro Definitions InsertModeScanner Properties35Macro DefinitionsThis is where you create new macros inScanDEX.Here is what a Hollerith macrolooks like
36 Scanner Properties Different scanners have different additional InsertModeScanner Properties36Different scanners havedifferent additionalProperties tabs.This is a General tab for anIDEAL scanner.ISIS scanner.
37 Scanner Properties Aperture card scanners Have an addition tab called InsertModeScanner Properties37Aperture card scannersHave an addition tab calledPapersize.This is where the Hollerithpaper size is set up.
38 InsertModeScanner Properties38Once you finished setting up a scanner right-click on the scanner icon and choose Connect.Scanner status colors:Grey- DisconnectedGreen- ReadyYellow- ScanningRed- Trouble
39 Insert Mode Toolbar Manual File Insertion A quick way to import files 39Manual File InsertionA quick way to import fileswithout setting up a scanner.Pending File ListView the list, skip files.Write To DatabaseSaveSkipErase the topfile on the listSkip AllErase all the files in the listAutomated InsertionLets the system enter all the files automatically
40 Image Manipulation The Icons control the current active image. 40Remember 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 InsertModeMulti-Page Settings41You can use all scanners to create multi-page documents. However, ISIS scanners will give you the Advanced multi-page optionsAdvanced 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”:BANNERPAGEDocument Name#PlumbingThe Document Name field will contain syntax.
42 Editing Multi-Page Query Mode 42When you have a multi-page opened in ScanDEX Pro the following toolbar appearsin the Image window:Previous page Current page/Total pages Next pageTo 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 QueryModeQuery Mode43The 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 QueriesYou 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 toolbarand choose New.Once you created a new query it will appearon the query list.
44 Setting up Viewers44ViewersScanDEX 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 ClientScanDEX 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 formatssupports TIF (including multi-page), CALS, JPEG, PCX, DCX, BMP, PSD etc.
45 Hybrid Editors and Auto- launch 45Many 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 toolbarIVector iconThis ends the ScanDEX Pro portion of this manual
46 ScanDEX Client Training Manual 46ScanDEX Client Training Manual
48 ScanDEX Client Training Manual 48ScanDEX Client Training ManualWelcome 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? 49What 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 youwonted to know.
50 Creating the ScanDEX Client OFD 50Creating the ScanDEX Client OFDGo 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 yourOFD Client file.
51 51The Three FsClient’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. 52F3 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 System 53Suggestions for creating a ScanDEX-Client SystemCreate 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 sameway 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 54Thank 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: