Enterprise Content Management

Scan, Store and Retrieve (SSR)

User’s Guide

Table of Contents

1.Logging In

2.Perceptive Nolij Web Interface

3.Scanning

Direct to folder scanning (single or multipage):

Multipage Scanning with HP Scanner

Multipage Scanning with Kofax VRS

Batch Scan and Blank Page Detection

Drag and Drop

4.Indexing and Storing

5.Retrieving Documents

6.Viewing Documents and Nolij Web Document Viewer Icons

Appendix A: Kofax VRS

Appendix B: Scanning with Blank Page Detection

Appendix C: Scanning Best Practices

Appendix D: Glossary of Terms

1.Logging In

For best performance, it is highly recommended that you use Firefox as your browser when logging in to Nolij Web. Other supported browsers (in order of preference) are: Chrome, Internet Explorer and Safari.

  1. URLs for Nolij Web environments (you can simply hover your mouse over the URLs below, press Ctrl and then click the link to open in your default browser):

Development:

Quality Assurance:

Production:

Please take a moment to bookmark these URLs in your browser for future use.

  1. The login screen:

  1. Log in using your active Netpass ID and Netpass password (without @ithaca.edu).

Netpass ID is sometimes referred to as your Ithaca College ID.

For example:

Username: jsmith

Password: ●●●●●●●●

Later in this document you will be shown how to switch between roles. Each time you switch between roles, the graphic above will flash on your screen while the new role is loading, although you will not be required to re-enter your Netpass credentials.

2.Perceptive NolijWeb Interface

Diagram 1.1

Diagram 1.2

Number / Definition
1 / Perceptive Button - Drop-down list containing the following documents provided by Nolij Web:

  • User’s Guide- Contains helpful information not contained in this SSR User’s Guide.
  • About Perceptive Nolij Web- Which you will probably never need to use this document, but feel free to take a look anyway!

2 / Tools Menu -Drop-down listcontaining access to Nolij Web features:

  • Workflow Summary- Selecting this option will show you what Role, Workflow, Inbox and Count you are working in. For purposes on Scan, Store and Retrieve; this window should rarely be used. This window will come in handy once your Department’s workflow project is up and running.
  • Themes - This provides you the opportunities to choose a different window color scheme. Although the blue theme is the default, please feel free to select a different theme which may be more appealing to you.
  • Preferences- Drop-down list containing:
  • Hide Bookmarks -This will allow you to display or hide any Nolij Web bookmarks you may have created.
  • Inboxes/Queues collapsed by default- This option will minimize your Inboxes upon login.
  • Reset Preferences-Selecting this option will resetyour window to default preferences andlog you out of the application. Youwill be required to log in again.

3 / Workflow/View- If you have more than one workflow assigned to your current role, this allows you to select from all available workflows. Each open workflow appears in a separate pane.
For purposes of SSR, you should have one of both of the following workflow types to choose from:
  • Batch Workflow
  • Student Workflow

4 / Workflow Indicator- This identifiesthe Workflowassociated with the query pane.
5 / Clear Query Fields- Clicking this icon will clear all of the fields in the Query Fields Bar.
6 / Close Query- Clicking this icon will close the query pane.
7 / Batches -When scanning batches, use this drop-down list to select the batch folder you would like to scan to.
8 / Work Complete (Green Checkmark)- This will not be used for purposes of SSR, but will be used for any future workflow projects created for your Department.

For automatic workflow, when you select it indicates that your work is complete and you would like the workflow process to begin. Nolij Web will route the folder to the next appropriate Inbox when proper conditions are met.
You will also be able to select Work Complete by right clicking on a folder in the Query Results pane.

9 / Clear Unlocked Results- This will clear the results from the query.

This is helpful when doing a general search that returns many results. When using this option, you may find it helpful if you locate the result you’re looking for, click on the folder and display the details in the Query Fields Bar for that folder and then click on Clear Unlocked Results. This will now only display that query and remove all others from view.
10 / Query Fields Bar Tools - Drop-down list containing:

  • Clear All Results Before Each Query - Clear all query results from the Query Results pane each time before a new query is performed.
  • Expand All - Expand the results in the Query Results pane.
  • Collapse All-Collapse the results in the Query Results pane.
  • Clear All-Clear all query results in the Query Results pane.

11 / Scan - Drop-down list containing:

  • Multipage - Check this box if you are scanning multiple pages.
  • Reset Default Scanner - You will more than likely have two scanners to choose from (a physical HP scanner and Kofax VRS). Selecting this option will switch you back to the default scanner which will most likely be the HP scanner. However, if your documents require “image clean-up”, you would benefit from using Kofax VRS, which is software that uses the physical HP scanner.
  • Enable Blank Page Detection - If you are scanning multiple documents using a batch scan but need to generate individual files for each document, you can check this box which tells the system to recognize blank pages as a separator between documents. Scanning with Blank Page Detection is covered in more detail in Appendix B: Scanning with Blank Page Detection

12 / Tools:

  • Filter On
  • Document Text
  • Index Type
  • Custom Property
  • These properties are provided in the Scan, Store and Retrieve Project Planning Guide and are custom to your department.

15 / Query Fields Bar - This section contains the available fields that you use to enter data to complete a query.
16 / File Explorer Pane –Use this pane to navigate to files saved on your computer, or files saved in network drives that are mapped on your computer. You can then select the file and drag/drop it into a desired folder.
17 / Expand/Collapse File Explorer Pane- Click on this icon to expand or collapse the File Explorer pane.
18 / Role Selector– Drop-down list that allows you to switch between your various Nolij Web roles (if you have been assigned more than one role).
19 / Logout- Always logout of Nolij Web by clicking rather than by closing your browser.
Please do not close your Nolij Web browser session until you havesuccessfully logged out.
20 / Query Results Pane–This pane contains results from your Nolij Web query.
You can select a folder to see the documents it contains, or expand/collapse the query results by clicking the triangle as pictured below:

You can resize the pane by placing your mouse on the edge of the pane, then dragging the pane to your desired size (horizontally or vertically).
21 / Folder Objects Pane–This pane displays the contents of a folder after you click the folder in the Query Results pane. You can then do the following:
  • View documents in the folder
  • Index documents
  • Delete and rename documents
  • View and configure document properties
You can resize the pane by placing your mouse on the edge of the pane, then dragging the pane to your desired size (horizontally or vertically).
22 / Document Viewer Pane - This pane displays the image of a document once you click on the document in the Folder Objects Pane.

3.Scanning

Your Department will receive at least one scanner for SSR purposes, and possibly more based on need. A separate ECM Scanning Quick Guide document is provided with the scanner(s). Please take the time to review theECM Scanning Quick Guide for further information pertaining to scanningdocuments.

The following information provides a general overview of scanning as it pertains to SSR.

Before you begin scanning, login to Nolij Web and select the correct role from the Role Selector drop-down. You may have multiple roles, so be sure to select the role pertaining to the particular documents you will be scanning.

Once you’ve selected the appropriate role, you must perform a query (see Section 5. Retrieving Documents) to select the proper folder in which to place the scanned documents.

Direct to folder scanning (single or multipage):

1)Click on the Workflow/View drop-down list and select Registrar Student Workflow.

2)Enter your query parameters in the Registrar Student Workflow query fields.

3)In the Query Results pane, click the folder into which you want to add a scanned document.

4)In the Folder Objects pane, click on the Scan drop-down icon

5)Each time you login to Nolij Web and click Scan, you will be prompted toselect a default scanner. This selection is not stored for future sessions but will be effective for the duration of your current session, unless you select to Reset Default Scanner:

You will be prompted to select a default scanner each time you start a new login session.

If you have a scanner equipped with Kofax VRS, youwill have the option to choose HP scanner or Kofax VRS.

WHAT IS KOFAX VRS: Kofax VRS is software used to manipulate and “clean-up” a scanned document. If your Department needs to scan documents containing background images such as shading,watermarks,etc; commonly found on birth certificates, academic transcripts, and other confidential documents, you should select to scan using Kofax VRS.

6)Once you have selected your scanner, click the Scan button

If you selected the HP scanner:

The scanning process will begin and you will see a progress bar.

Click the Scan button

You cannot perform any other Nolij Web activity until the scan is complete and the progress barcloses.

If you selected Kofax VRS:

A Kofax VRS bubble will appear in the lower right hand corner of your web browser. It is common to experience a 30-45 second delay before you see this bubble while Kofax VRS initializes.

Soon after,the Kofax VRS command window will pop up. Click the Scan button to proceed (all settings should have been configured when your scanner was installed).

The document is scanned into the folder and is stored on the file server.

7)Once scanning is complete, you should now see a new file in the Document Viewer.

8)Now you can proceed to Section 4. Indexing and Storing.

Multipage Scanning with HP Scanner

Scan multiple pagesthat will be combined into a single TIF image - limited by the scanner’s document feeder capacity:

Scanner / Document Feeder Capacity
HP ScanJet 7500 / 100
HP ScanJet 7000S2 / 50
HP ScanJet Enterprise 8500FN1 / 100

1)In the Query Results pane, click the folder into which you want to add a scanned document.

2)In the Toolbar, click the drop-down portion of theScan button and check the Multipage checkbox

3)Click theScan buttonand select a scanner

Click the Scan

After you click the Scan button, the pages will be fed through the scanner and when all of the documents have been scanned, the following message will appear, and a new document will be listed in the Folder Objects Pane:

4)Once scanning is complete, you should now see a new file in the Document Viewer.

Multipage Scanning with Kofax VRS

Scan multiple pages that will be combined into a single TIF image. While you are still limited by the scanner’s document feeder capacity, Kofax VRS will allow you to add more documents to the document feeder (as shown in the screen shot in step 3 – Kofax VRS Auto Resolve Manager)

Scanner / Document Feeder Capacity
HP ScanJet 7500 / 100
HP ScanJet 7000S2 / 50
HP ScanJet Enterprise 8500FN1 / 100

1)In the Query Results pane, click the folder into which you want to add a scanned document.

2)In the Toolbar, click the drop-down portion of the Scan button and check the Multipage checkbox

3)Click the Scan button and select a scanner

Click the Scan

After you click the Scan button, the pages will be fed through the scanner. After the last page has been scanned, the following message will appear:

If you have additional documents to scan, place them on the document feeder. Scanning will resume automatically and you will see the following progress bar:

Otherwise, click Cancel to indicate that you are finished scanning.

4)Once scanning is complete, a new file will appear in the Document Viewer.

Batch Scan and Blank Page Detection

Batch scanning requires Batch Folders be set up prior to use, and is a great option when you have a large volume of documents to be scanned. Please contact the ECM Project Manager (Nick Farthing) in the event that Batch Folders have not been created for your Department.

In most cases, you will need to enable Blank Page Detection when performinga Batch Scan.

NOTE ON BLANK PAGE DETECTION: You can enable Nolij Web to detect blank pages in order to indicate a separation in documents.In this case, Nolij Web will create a separate document each time a blank page is detected in a stack of scanned documents. Blank pages arenot kept as part of any document.

For example: If six pages are placed on a scanner with the 3rdpage being a blank page, the scan process will producetwo documents - the first document will consist of pages 1 and 2, and the second document will consist of pages4, 5 and 6.

Blank pages are not needed to indicate the first or last page in a stack of scanned documents.

For more information on Blank Page Detection, please review Appendix B: Scanning with Blank Page Detection

To perform a Batch Scan:

1)Select yourBatch Workflow from the Workflow/View drop-down

2)Select the desired Batch Folder from the Batches drop-down list

3)Select the folder in the Folder Viewer pane

4)Click on the Scan drop-down list and check the Enable Blank Page Detection box (the Multipage box also needs to be checked).

5)Click on the Scan button

6)Select the desired scanner from the drop-down list. The next steps vary slightly based on your scanner selection. In this example we will assume that you selected Kofax VRS (For detailed scanning instructions for HP Scanner, please refer to the Multipage Scanning with HP Scanner section of this document):

7)After you click the Scan button, the pages will be fed through the scanner. After the last page has been scanned, the following message will appear:

If you are finished scanning, click Cancel.

Otherwise, place additional documents on the document feeder. Scanning will resume automatically and you will see the following progress bar:

Once you have finished scanning all documents, click Cancel.

8)You should now see an individual file for each page that you scanned.

You can now:

a)Index and Store each document individually (SeeSection 4. Indexing and Storing).

b)Merge individual files into a multipage document, then Index and Store.

  1. Hold the Ctrl button and click on each document you would like to combine.
  2. Right click on one of the selected files and select Merge Selected (the Name of the first document will be used as the name of the merged documents)
  1. Index and Store (See Section 4. Indexing and Storing).

Drag and Drop

Although this is not a scanning function, if your role has been granted the required privileges, Nolij Web enables you to Drag and Drop files from your computer or from one of your mapped network drives, to a selected folder in Nolij Web. This will create a copy of the file in the Nolij Web folder.

1)Enter your search parameters in the Registrar Student Workflow fields

2)In the Query Results pane, click the folder into which you want add the file(s).

3)Expand the Nolij Web File Explorer pane by clicking on the expand icon.