Archiving solution

1. EverSuite High Volume
Scanning
Processing Application
Prepared by:
NABIL DEKESS
Genius Soft Scanning Department

2. GeniusSoft
Scanning Department
2007 Edition
EverSuite High Volume Scanning Administration
Templates
Template specifies layout of index form. A batch can belong to only one
template. It is required to define template before creating any batches. A single
Template can be used for more than one batch.
Separator
Separators are created to recognize separation among documents during batch
validation. A batch can belong to only one Separator. It is required to define
Separator before creating any batch. A single separator can be used for more
than one batch.
Scan Mode
With scan Mode administration, various parameters for scanning device can be
specified. A batch can only contain one scan settings at a time. It is required to
specify parameters for Scan Mode before creating a batch. Scan Mode settings
can be used across multiple batches.
Data Sources
Data sources are used to define connection properties which can be used by the
application later to connect to those data sources.
Barcodes
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3. With barcode administration, barcodes can be defined (to be used when
defining separators) and viewed and can be printed. It is required to define
barcode prior to defining separators.
Security
Role based security is employed which means one or more roles can be
assigned to a user in order to make the user authentic to do certain operations.
Several roles are identified and pre populated and are shipped with the
application. Every role is defined to perform set of related actions. A user may
contain one or many roles. Following are the roles which ships with the
application
 Administration
 Capture Owner
 Indexing Owner
 Quality Assurance Owner
 Re-capturing Owner
 Re-indexing Owner
 Publisher
Publish Administration
With publish administration Indexes defined in a template can be mapped to
external data sources. Indexes can be mapped to any table from any OLEDB
complaint data source. Data source defined in the application are used as
available external source for index mapping. Therefore, it is required to define
Templates, Indexes and Data source before getting in to Publish
Administration.
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4. EverSuite High Volume Scanning
Processing Application
I. First Count all the Deliver boxes and Check if the folder of document are same
in the list.
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5. II. Remove the staple from all the document of the file (Financial,
Correspondence, Legal / Contract, Customer Details, Engineering) after
Removing all staple from the document write it on the “Batch Check Sheet
from“.
Batch Check Sheet From
Box. No. 831630B
Property Code: JV-T03D2VS003
Customer Number: 2330
No. of Pages: 165
Remarks:
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6. III.Put separator between the documents for all the files.
What Is Separator?
Separator
Separators are created to recognize separation among documents during
batch validation. A batch can belong to only one Separator. It is required to
define Separator before creating any batch. A single separator can be used for
more than one batch.
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7. Starting
Of
The EverSuite High Volume Scanning
Log in
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8.  Username: Admin
 Password: Admin
IV. Making the Batching of File/ Template:
What is Template?
Template
Template specifies layout of index form. A batch can belong to only
one template. It is required to define template before creating any batches. A
single Template can be used for more than one batch.
 Click Capture.
 Go New.
 And click Batch.
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9. Preparing the Batch / Template.
 Template: “Nakheel” Template
 Scan mode: Default Scan Mode
 Separator: “Nakheel” Separator
 Title: Put the Property Code (ex. JV-T03D2VS003)
 Description: Put the date when you do the batch
 Folder Path: Save it on Gsserver
(See on Fig.01 in Creating Batch)
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10. Figure.01
V. Capture the Document.
How to Capture Document?
Capturing
Capture Inbox is the default destiny of “Administrator” and
“Capture Owner” roles. New batches can be created and existing batches can
be modified from this Capture Inbox. It contains list of all new empty batches
on which scanning has not been performed. As soon as a new batch is created it
starts appearing on the Capture Inbox. Once a batch is scanned and validated, it
is submitted to the Indexing stage and disappears from Capture Inbox. As long
as a batch remains in Capture Inbox it can be modified.
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11. It is recommended not to modify a batch once scanning is performed. After
scanning files can be viewed, deleted and modified. Advance imaging
capabilities like flipping, mirroring, resizing, cropping and modification of
brightness, Hue, contrast and gamma are available within Scanning interface in
order to let user modify an image if required.
A Batch cannot be modified at any later stage once it is validated after
scanning. Capture Validation breaks up a linear file scan into Documents.
Documents are recognized by separators among the scanned files. When a
separator is encountered it is assumed that a new Document has started. Thus,
during Capture Validation all the separators are removed and the files are
arranged into one or more documents according to the number and position of
separators encountered during Capture Validation.
Process in Capturing
 Click Capture.
 Go to Capture Inbox.
 Select the prepare batch (Ex. of Prepare batch “JV-T03D2VS003”).
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12.  Click Process.
Capturing of Document
 Prepare the document that will be scan.
 Then Click Scan all.
(See on the Fig.02 Scanned document with Separator)
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13. Images
Separator
Figure. 02
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14.  Click Validate
VI. Index the Document Contains Financial, Correspondence, Legal / Contract,
Customer Details, Engineering.
Indexing
After Capture Validation a batch starts appearing in the Indexing
Inbox. From this Indexing Inbox a batch can be opened for defining index on
its documents.
Index is a set of additional information which is specified on a document for
searching and cataloguing purposes. After defining Index on all the documents
in a batch, it can be submitted for Index Validation. A user is prompted if
indexes on one or more documents are missing. After Index Validation a
batch is submitted for Quality Assurance and disappears from the Indexing
Inbox.
Irrelevant documents or files within the document can be deleted by indexing
owner if required. Also, Indexing Owner can modify a file using the advanced
imaging capabilities if required.
Making Indexing of Document
 Select Index.
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15.  Go to Index Inbox.
 Then Click the Document. (Ex. JV-T03D2VS003).
 Click Process.
 Then Manual fill-up the Index inbox.
(See on Figure.03)
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16. Figure.03
 Project Code: JV
 Property Code: JV-T03D2VS003
 Document Type: Financial ( then Change the document
type after the color it represent to
Correspondence, Legal /
Contract, Customer Details and
Engineering).
 Customer Number: 2330 (You will this on Purchasers or
in receipt).
 Customer Relation: Customer Relations Documents
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17.  Click Validate.
VII. Make the Quality Assurance.
Quality Assurance
A batch starts appearing in the Quality Assurance Inbox after Index
Validation. During quality assurance a document or each file within the
document can be verified for its correctness and quality. Quality Assurance
Owner can submit a file for recapturing or a document for re-indexing in case
of any quality issues with the file or document. Quality Assurance screen
allows remarks to be attached to a document or to a single file within the
document. Quality Assurance owner can delete un-necessary files or
documents and modify files using the advanced imaging capabilities.
A document or file which doesn’t meet certain quality criteria can be marked
for enhancements with added comments. By default all documents and files are
marked as Accepted. The batch will be submitted to the corresponding Owner
for performing requested actions on the faulty documents / files. If a document
is marked for enhancement the batch will be submitted for Re-indexing on
Quality Assurance Validation. If a file is marked for enhancement the batch
will submitted for Re-capturing on Quality Assurance Validation. If both
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18. documents and files are marked for enhancement then a batch will first be
submitted for Re-capturing and then for Re-indexing on Quality Assurance
Validation.
Making Quality Assurance
 Click Quality Control.
 Click Quality Control Inbox.
 Click the Document (ex. JV-T03D2VS003).
 Then click Process.
(See Figure.04 clear Indexing and checking the Quality Assurance).
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19. Figure.04
VIII. Re-Capturing the Document (In Case)
Re-capturing
If a file is marked for enhancement the batch start appearing in Re-
capturing Inbox on Quality Assurance Validation. A file can be rescanned
and modified using advanced imaging capabilities. After rescanning of marked
files a batch can be submitted for Re-capturing Validation. On Re-capturing
Validation the batch is submitted back for Quality Assurance if no documents
inside the batch were marked with enhancements. If any document in the batch
is marked with enhancement, then on Re-capturing Validation a batch will be
submitted for Re-indexing and then after Re-Indexing it is submitted back for
Quality Assurance.
Process in Re-capture
 Click the document you like to rescan.
 Look for the file comments just click the rescan
mode. (See in Figure.05 changing the file document).
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20. Figure.05
 Save and send it on Send Batch.
 After That Go to Capture.
 Select Recapture Inbox.
 Click the document have re-capture.(ex. JV-
T03D2VS003)
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21.  Then Process.
(See on Fig.06 the Recapture Document.)
 Look the document have rescan.
 Put the paper that have rescan and click the rescan mode to
replace the Image of document.
Figure.06
 And Validate.
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22.  After in Recapture go again to the Quality
Control.
 Select again Quality Control Inbox.
 Click the image have rescanned and change File
Comment to Accept. (See in Figure.07 Process in accepting in Recapture
document)
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23. Figure.07
(Note: not only rescan we need to replace sometimes we need to enhance the
document to have Good Quality of image
Four Processes Enhance Document:
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24. 1. Images Enhancement – Allows images brightness.
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25. 2. Images Tranformation – Allows to flip vertical and horizontal
the Documents.
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26. 3. Image Editing – Allows Contrast the Images edition.
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27. 3. Advanced – Allows the Images Color Invert ion.
After using all the processing enhance document just click the apply button to
replace the images).
APPLY BUTTON
IX. Re Indexing (In case)
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28. Re-indexing
If a document is marked for enhancement it starts appearing in Re-
indexing Inbox. Indexes can be re-defined on the documents marked by
Quality Assurance Owner. Once Indexes are re-defined on all the documents,
the batch can then be validated. Re-indexing Validation validates the
documents for any missing indexes and prompts the user to take necessary
actions to resolve the issue, otherwise submits the batch for Quality Assurance.
Process in Re-index
 Click the Template.
 Select the Document Comments.
 Click the Document Status and change it to ENHANCE.
(See on Figure.08)
Figure08
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29.  Save it and Send Batch.
 Then Go index.
 Click the Re index Inbox.
 Select the document have Re-Index.
 Click Process.
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30.  Manually change the indexing to the correct Format. (See
Figure.09 manually indexing).
Figure.09
 Then Save and send batch.
 After in Re Index go again to the Quality Control
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31.  Select again Quality Control Inbox
 Click the template have re index and change Document
Comment to Accept. (See in Fig.10)
Figure.10
 And Save.
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32. X. Publish the entire Document in the Quality Control.
Publishing
Publishing is a straight forward process to publish a batch if it has
cleared all Quality Assurance concerns. A publishing path is required where all
the documents and files related to batch will be copied. On publishing an XML
file is creating and written to the published folder. The XML file contains
complete information of all the file and documents in the batch and their file
system location. Additionally, it contains the Index Mappings defined during
Publish administration.
All published batches can be viewed by navigating Published Inbox. Once a
batch is published it can not be modified in any sense.
Process Publishing Documents
 In Quality Control Inbox
 Click the Publish.
Publish Button
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33.  Go to the Folder Path then Click the Gsserver.
 Just Click Publish and Click Ok.
XI. Rebind all the Folders of Documents put again in the same box and counts again.
XII. Ready for Pick up of all the documents.
Prepared by:
NABIL DEKESS
Genius Soft Scanning Department
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