SAFEView Document Management System

Users Guide

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S A F E V I E W D O C U M E N T M A N A G E M E N T S Y S T E M

Users Guide

SAFEView DMS, Inc. PO Box 606

Yorba Linda, CA 92885 Phone 714-986-2600 • Fax 714-993-0244

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Table of Contents

C H A P T E R 1

Introduction 1

Increase your document safety & security 1

Increase your productivity 2

Reduce your cost 2

Simple to use 2

C H A P T E R 2

Installation 3

SAFEView Pro 3

SAFEViewer 3

C H A P T E R 3

Configuration Setup 7

Tools 7

Indexing Examples 10

Security 11

C H A P T E R 4

Operations 14

Login 14

Scan 15

Save 17

Archive 20

Search 22

Append 23

Annotations 24

Print 24

Fax 25

E-Mail 26

C H A P T E R 5

Frequently Asked Questions 28

C H A P T E R 6

Error Messages 32

A P P E N D I X A

SAFEView To-Do List 33

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Introduction Retrieve your documents instantaneously.

No longer is it necessary to wait for a document to be physically retrieved from a filing cabinet or an off-site storage facility. SAFEView Document Management System provides you instant access to, and control over, your documents. Just log-on and access your documents. It’s just that simple.

Increase your document safety and security Security is the utmost important aspect of any business. Documents must be protected from access by unauthorized individuals, as well as man-made and natural disasters. Through the use of a state-of-the art digital document management system, SAFEView places at your fingertips an electronic method of securing your documents that has never been made possible through the traditional storage of paper. It is no longer necessary to box up paper files and ship them to an off-site storage facility vulnerable to damage and misplacement.

Your information is safe and secure – protected against loss or damage

SAFEView stores your document digitally in multiple locations to secure them against damage and provides additional backup on permanent DVD-R. Importantly, when retrieving your documents, you retrieve an image not an original file that can be lost.

The fact that you control who can access your documents at all times using industry standard encryption security makes SAFEView your secure document management choice.

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Increase your productivity To maintain a competitive edge in today’s business environment it’s becoming

increasingly important to identify new ways of shifting valuable resources (e.g. labor) to a more productive, cash flow maximizing use. One way to achieve this is to retrieve, file, index, copy, fax, and print your documents without

leaving your computer. No more thumbing through filing cabinets or waiting for unreliable third party document retrievals. SAFEView’s technology allows you to manage your documents with minimal effort.

Reduce your cost As your business grows, so does your need to index, file, store, copy, print, fax, and retrieve documents. Most businesses fulfill this need by spending a tremendous amount of money on additional filing cabinets, office space, off-site warehouse space, copiers, printers, fax machines and employees to manage their documents.

SAFEView significantly cuts your document management costs by providing a digital storage and retrieval service. With a click of the mouse, files may be accessed or stored in seconds.

Simple to use SAFEView designed its ScanStation document management system to be user friendly and simple to use. From the day we install your system, you will immediately begin to enjoy the benefits of digital document management. No need for extensive

technical know-how, computer training courses and/or unproductive hours spent reading complicated user guides.

SAFEView’s trademark viewer software and system enables your entire organization to quickly and efficiently scan, view,

fax, or print your documents with minimal effort and maximum productivity.

Scan, Archive, Fax, E-mail Four simple steps to higher productivity.

Reduce your cost of operations.

This guide provides simple and easy to follow instructions.

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Installation Simple to use.

Client To Do List There are a variety of things, as a SAFEView Client, that you need to review prior to receiving your system. The following list will help you define how the SAFEView system will work in your organization. See Appendix A for the To-Do List form.

Location Where your system is going to reside is important for a few reasons. There has to be enough space for the hardware as well as workspace for the scanner person. The SAFEView ScanStation with scanner needs about a 2’ x 4’ space. However, you may need to have space to hold the file folders of the paper being scanned.

The SAFEView CPU can be placed where the scanning will be done or in the computer closet if you have one. This is dependent on your company’s practices. If the CPU is place in the computer closet, you will have to be mindful of the network traffic, as each document will be transferred across the network from the scanning workstation to the SAFEView CPU.

Advantages of placing the SAFEView CPU at the scanning location are no network traffic, faster access, and easy archiving.

Power Requirements There are three things that need power. The CPU, the monitor and the scanner all need power outlets. SAFEView recommends that the CPU be plugged into a uninterruptible power supply of at least 400 watts. The other devices should be plugged into a surge suppressor (which is usually included with the UPS).

Network Access and Integration There needs to be an access port and cable for your network to connect to the SAFEView CPU. If there is only one port in the area and a computer is already

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connected, you can use a small network switch or hub to expand the number of ports in the desired location. Let us know if you will need the hub and it will be included in your system.

The SAFEView ScanStation comes configured to automatically be assigned an IP address on your network. The system is usually setup to access the WORKGROUP peer network (Share level access). If you need to use a static IP address or access a domain, you can configure the system at anytime.

You can configure your printer(s) in the SAFEView system just as you would any system in your office. You can connect a local printer or a network printer. There are no special requirements for the printing.

The SAFEView Pro software allows you to send images as attachments in e-mails. For this function to work you will need the SMTP account information for your ISP. This information is then entered into the E-Mail setup in the E-Mail window.

With your system connected to a network, you can give access to employees at their desk. See the instructions on installing the SAFEViewer below.

FAX Line If you need the FAX capability and you are not using a FAX server, you will need a FAX line port in the location of the SAFEView ScanStation. The necessary phone line is included in the SAFEView System box.

SAFEView Pro Your system is installed fully configured for your use. SAFEView Pro is an integral part of the SAFEView ScanStation Document Management System. All hardware and software are specifically setup for your company and configured by our trained technicians. It is installed on the ScanStation when delivered to your location. If you need to install the SAFEView Pro software on a newly established or existing MS Windows-based computer, contact our office to schedule a technician to assist you.

Note

The SAFEView Pro software installed on the ScanStation you received is strictly licensed for the installed location only. It is unlawful to copy the software and install it at any other location. If you need another location installed, contact our sales office.

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SAFEViewer SAFEViewer software is a desktop document viewer that gives the user the ability to search, view and print archived documents from their own desk. It can be installed on any user’s workstation running MS Windows 98SE or newer. If you need to install the SAFEViewer software on an existing MS Windows-based computer, please install according to the following instructions.

MS Windows is a trademarked product of the Microsoft Corporation.

Note

The SAFEViewer software you received is strictly licensed for the installed location only. It can be installed on as many PCs as necessary without any additional license at that location. It is unlawful to copy the software and install it at any other location. If you need another location installed, contact our sales office.

How to Install SAFEViewer The SAFEViewer software is located on the installed ScanStation.

1. Create a mapped drive on the client workstation (typically E:\) and link it to the SAFEView shared folder on the SAFEView ScanStation.

FIGURE 2.1 Mapping Network Drive

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2. Create a folder on the client workstation called SDMS.

3. Copy the SAFEViewer folder from the mapped drive into the new folder on the client workstation: E:\SAFEViewer -> C:\SDMS

4. You should now have a C:\SDMS\SAFEViewer folder as shown in Figure 2.2. Inside the folder find the safeviewer.exe file and create a shortcut on the desktop by right dragging the safeviewer.exe file to the desktop. When you release the right mouse button, select Create Shortcut from the pop-up menu.

FIGURE 2.2 SAFEViewer Executable

5. Run the program. If you were not able to use the E:\, click on the disc icon on the lower left corner and set the Drive Number to coincide with the drive letter. For example, if you set the mapped drive to G:\ then the Drive Number should be 7. Click [OK] and you should get the login screen. The users rights are the same in the viewer as setup in the ScanStation.

FIGURE 2.3 SAFEViewer Configuration Settings

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Configuration Setup Save time and money.

Your system is fully configured for your use prior to shipping. All hardware and software are specifically setup for your company. However, over time you may want to modify the configuration to better use the system.

Tools General Options The general options form has several tabs that cover a wide range of configuration options. At the time of installation, we will go over these options with you. We will explain the operation/function of each option and program your system accordingly. These tabs include the Image, Upload, Append, and System Options, plus Directories, Memory Usage, SQL

Connect tabs. The Memory Usage is for information only and the SQL Connect tab allows for connecting to an external database to push or pull information. Contact SAFEView Technical Support on how to setup for that option. Now lets look at the tabs in detail

Image Options Tab. This tab allows you to set default image viewing configuration such as initial zoom factor and anti-aliaising level. Typical setup would be 40% zoom and anti-aliaising set to S_Gray_Anti_16. This gives you a 16 bit grayscale image from your 1 bit black and white image stored on the disk. This will smooth the image for a better appearance while keeping the actual stored image small.

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FIGURE 3.1 Image Options Tab on the General Options Form.

Upload Options Tab. This tab allows you to set default disc ID and archive drive number. You also select whether you have dual DVDs and/or dual hard drives here. Srvr1 should be pointed to the primary hard drive and Srvr2 should be pointed to the secondary hard drive if it exists. There are optional fields for Internet archiving parameters and browser access. If you are doing in-house archiving you can ignore these fields.

FIGURE 3.2 Upload Options Tab on the General Options Form.

Note

When you are ready to use a new formatted DVD disc for the archiving process, you will enter the new volume label under the Disc. This field is alpha/numeric with a maximum of six (6) characters. We recommend that you use a label such as: 072004, which are month and year.

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Append Options Tab. This tab allows you to set how you want documents to be appended to each other. The most efficient method of appending is the second option, [Add to Existing File if Cached (Status 8)]. If you chose options 3 or 4, then you may experience some slowness. These methods will take up more room on the cached drive and the archive media. The original versions of the documents will still be on the drive even though they are not accessible. You can also turn on Auto Search which allows the system to try to fill in the index information based on preliminary data keyed into the save dialog box.

FIGURE 3.3 Append Options Tab on the General Options Form.

System Options Tab. This tab allows you to set the amount of idle lock time, number of login attempts. You can also set the FAX station ID and how you connect to the Internet. If you want to use MS Outlook as your address book, check the Outlook box. The other fields are information fields and are set at installation.

FIGURE 3.4 System Options Tab on the General Options Form.

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Directory Options Tab. This tab is where the default document and temporary folders are defined. This is also where you can setup additional databases for your company. Please call the SAFEView Technical Support when you need to setup additional databases.

FIGURE 3.5 Directory Options Tab on the General Options Form.

Index Examples The system allows you to define any number of indexing templates that you may need. Add or delete indexing models, click on the [Edit] button to put the form into edit mode. Then click on the plus button to add a record or the minus button to delete a record. When you modify or add a record, click the check mark button to post the change. Click on OK to finish working with the form.

FIGURE 3.6 Directory Options Tab on the General Options Form.

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The top field (Select Indexing Definition) is for the title of the template. The first column is for the Index names that show up in the Indexing Window as titles for the Indexing fields. The second column is for the explanation of what goes into each index field.

Security The system uses a user-level security paradigm. If you have administrative rights, you can create groups, which can pre-define the security options for any added users. The security form for each user allows you to determine whether a user has access to the following functions: administration, such as security and general options; scanning/saving; database editing; database searching; printing; faxing; e-mailing; imaging tools such as rotate; and annotations -- viewing, adding, editing, and deleting. You can also see who is currently logged into the database as well as the security log that tracks everything that is done in the system, including the viewers.

FIGURE 3.7 Security Setup Form.

1. Create users on User Security tab. Each user can be assigned a variety of function access. Users already configured can be cloned creating a new user with the same configuration as the original. Users no longer needed, can be removed here as well. Current users can also be edited to change their levels of access. To create a user, click the [Add] button. Give the user a unique name; add a filter if needed and, if you are using Groups, the

Security is how you restrict who can view or work with various documents.

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group name. Filters are in the form of: Index1=’ACCOUNTING’. This filter would allow the user to only see documents where Index1 field has the word “ACCOUNTING”. Once you have added the user and you are not using groups, define which functions are allowed by typing T or F into each function field.

FIGURE 3.8 User Security, Adding a User

2. Create groups on this form as well. These groups can be created to easily define a set of attributes for new users. Press the [Add] button and enter a group name. If you want a filter for the group, enter it now and then press the [Add] button on the entry form. Once you have added the group, define which functions are allowed by typing T or F into each function field.

Use the Active Users tab to review or disconnect active users. See Figure 3.9.

Use the Security Log tab to review and print the action-tracking log. This log includes all the actions done within the system on the ScanStation and all the viewers as shown in Figure 3.10.

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FIGURE 3.9 Security Options Form., Active Users

FIGURE 3.10 Security Options Form., Security Log

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Operations Increase productivity.

Within minutes you can be using the SAFEView system to energize your company’s filing and document retrieval system. Three simple steps to safe and flexible document management are what you will learn in this chapter. Scan, save, and archive your way to efficiency and peace of mind.

Login The first step is to log into the desired database. The user list is based on the selected database. Tab from the database field and enter the user name. Then enter password to complete the login process.

FIGURE 4.1 SAFEView Login Screen

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Once you have logged into the ScanStation, you will have four active screens. The Scan Window, the Indexing Window, the Database Window and the Image Window. The Scan Window will be active and by pressing [Enter] you can start scanning. Make sure you have your first document or batch in the scanner.

Note

Before you start a new scanning session for the day, it is important to re-index the database. Select Tools then select Index on the menu or click the Re-Index icon. This organizational process will allow your system to run more efficiently. You only need to do this once a day.

Scan In the scanning window, make sure you have the desired scan options set. They will automatically be set as they were when you last used the system. For a new standard document, the settings will be typically set as in Figure 4.2. With the settings as shown, simply press [Enter] on your keyboard or click [Scan] to start the scanner.

FIGURE 4.2 Scanning Options Form.

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Scanning Options The scanning options form lets you set all the scanner settings to scan your documents how you want them. Here you can set values such as image type, image resolution, page size, and number of pages, brightness, and simplex/duplex mode. If you have large documents, you may want to turn on Auto-Create Thumbnails to create the thumbnails during the scanning process. This will save you time later when you are viewing the documents.

While we don’t recommend that you apply any translation to the document, you can auto-rotate the document during a scan if needed. Select the desired Image Rotation value in degrees. If you need to set scanner specific options, such as blank page skip, select SHOW U/I in the User Interface box. You can then turn this off after you have set the options you needed. This will save you an extra step during the scan process.

How to Load the Scanner For most of your work you will use the automatic document feeder (ADF). If the scanner has two locations where you can load paper, such as with the Fujitsu fi-4220C or fi-4340C, you may choose to use the flatbed document glass.

For detailed instructions on the scanning unit, please refer to the supplied Fujitsu Image Scanner User’s Guide.

1. The ADF can hold up to 30 pages at any one time. You simply place the documents to be scanned into the ADF face down with the top of the page towards the scan head. Make sure that the ADF box is checked.

2. For flatbed scanning place the document to be scanned face down on the glass surface. Position the document so that the upper right corner is aligned with the reference mark. Check the Use Flatbed box on the Scanning Window/Scanning Tab before scanning. Please remove the document after scanning.

Once the settings are correct, press [Enter] or click the Scan button on the Scanning Window. The pages will be scanned one after the other and displayed in the image window when the scanner is finished.

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Index After you have scanned your document, you need to save it before you can go on. When the tray is empty or the selected number of pages have been scanned, the Confirmation dialog will be displayed as in Figure 4.3.

FIGURE 4.3 Document Completion Dialog.

If the document is complete, press [Enter] or click [Yes] to go to the Indexing window. If you click [No] the system will take you back to the Scanning Window and set the Scan To radio button to Append to add additional pages to the active document.

After you click [Yes], the Indexing Window becomes active. The Indexing Window, Figure 4.5, is where you enter index information for the document. You have five index fields to use. These fields are 45 alphanumeric characters. A subsequent field only becomes available when the preceding field has some value placed in it. The first four fields can be checked as default. This allows you to scan multiple documents with the similar indexing characteristics and not have to re-key all the information each time. Some of the information entered in the record should make it unique to the other records already stored in the database. You can also select Auto-Increment for an Indexing Field in which you are placing a numeric value. Auto-Inc only works with numbers, but you can use leading zeros such as 001234 to maintain a number format that is easily searched and sorted.

Once you have entered in the index information, click [Save] or just press [Enter] on your keyboard.

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FIGURE 4.5 Indexing Window

Note

By checking the Index Verification box, a warning message will display if you attempt to save a document with the identical indexes as a previously saved document. Please note, by checking this box the Save process may be slowed considerably if the database is large.

Note

If you need to write the image to DVD (for legal and disaster recovery purposes) make sure that the Archivable check box is check and that the number of years that the documents need to be kept is selected. If the document is being placed on the system temporarily, then uncheck this box.

How to Password protect or Encrypt a Document You can specify who gets to view a document by selecting the user, group, or all from the Access dropdown box. If you need additional protection for certain documents,

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you can set a password that is required to open the document. You can also apply encryption to the document, which encrypts the document before storage. This will make the document useless to any other viewer.

Note

If you encrypt a document and forget the password, there is no way of recovering that document. It is lost until the password can be determined.

The record for the new document is highlighted in the Database Window.

FIGURE 4.6 Database Window with New Record

The image is available for review in the Image Window as shown in Figure 4.7. You can now search, print, fax, email and/or annotate the document. It is also instantly available for searching and viewing at the employee’s desktops if your system is integrated into your office network.

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FIGURE 4.7 Image Window with New Document

Archive The SAFEView system has dual archiving capability using DVD burners. This is to ensure that you have multiple copies of your documents. If you wish, you can remove the archive media from the location and keep it in a protective area.

How Often Do You Need to Archive It is important to archive as often as you feel necessary. If you are scanning a number of documents each day, then archiving on a daily basis is best. SAFEView recommends that you archive each day if you have done new scanning for that day.

How Do You Archive

When you start the SAFEView system, it checks to see if the archive drive(s) is (are) ready. If you get a message saying a drive is not ready, then your archive media has not yet been placed in the drive(s). You can run the program without the media and then place the media into the drive(s) when you are ready to archive. If the media was not

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present in the drive(s) when you started, the Connect menu item under Archive on the Database window will NOT be checked. To archive, make sure the archive media is placed in the drive and select Connect from the Archive menu on the Database Window. The system will check to see if you now have valid media in your drive(s). Also, you should check to make sure the archive media is not full though the system will tell you when you need to replace your media.

Note

If you have dual DVDs and you are only using one, place the formatted media in the top (E:\:) drive. Otherwise, place formatted media into both drives.

To check your media do the following:

1. Double click on My Computer on the desktop.

2. Right click on the drive that contains the archive media and go to Properties.

3. The capacity of the disc will be displayed under the General Tab.

4. If the disc is full, see the instructions for formatting and configuration of the media below.

With the archive system functioning, select Archive from the main menu or click on the Archive icon. The system will verify that there is a need to archive. If there is, it will begin the process. The first step is to archive the new images, then it will do the database so that a complete copy of your system is available is disaster recovery is needed.

Formatting: With a new write once (DVD-R or DVD+R only, do not use DVD-RW) DVD disc in the drive at the ScanStation, right click on the drive icon in Windows Explorer ([Window E]) and select format. Fill in the Volume Label: This field is alpha/numeric with a maximum of six (6) characters. (e.g. 072004). Select Start and a message should appear stating all data will be erased. Say YES to continue. When completed, close out the program.

With the DVD disc in the drive, go to Start / Windows Explorer. Click on the “ + ” for My Computer. Click on the “ D:\ ” drive. No objects should display on the right side of the screen. Select File / New / Folder and name the new folder DOCUMENT . Again select File / New / Folder and enter the name of the new folder the same as the formatted disc name (e.g. 072005). When the process is complete, “ X ” out and return to your desktop.

When you are ready to use this new formatted disc, go into SAFEView. Select Tools / General Options / Upload Options. Under the “Archive Drives Used” section (see

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Figure 3.2), change the DISC field to the new label of the disc you are going to be using. Click OK and you’re good to go for your archive process.

Other Functions:

Search In the Database Window, click the ‘Search’ icon or select Search from the menu. The Search form as in Figure 4.8 will be displayed. If you use the first search template, you can use any combination of index fields that you have defined. This means you can search on the first field and the third field, etc.

FIGURE 4.8 Search Form

Wild cards are allowed in the search strings. SAFEView uses the ‘*’ mark as a wild card for an item that starts with the entered value. If you are looking for all the SMITHS or SMYTHS or SMITHERTONS, you can use SM* as your search string. The $ wild card is used to find the entered sub-string in the data in the fields.

If you use the second search template, all the index fields will be searched for the string entered. The same wild cards can be used. The third search template is for search other fields within the database. You can also create custom search criteria using the custom filter entry box on the Database Window.

Once you have defined your search strings, click on the ‘Filter’ button or press [Enter] on your keyboard.

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How to Cancel a Search When you no longer need to view the results of your search, press the ‘Unfilter’ button in the search form.

Append Pages to a Document Appending Page(s) to an Unsaved Document: You have just scanned a document but have not yet saved it. You have another page to add to this document. First indicate the number of page(s) you want to add and check the ‘Append’ radio button on the Scanning Window. Click the Scan button or press [Enter] and the pages will be scanned and added to the document. You can also insert the new pages into the correct location by checking the ‘Scan to Scratchboard’ radio button. Once the pages are placed into the scratchboard, you turn on thumbnails and drag and drop the pages where they need to go.

When the scanner is finished, you can then go to the Indexing Window. Enter your indexing information then click ‘Save’ or press [Enter] on your keyboard to save the document. Make sure you select New Document before you scan another document.

Appending Page(s) to a Saved Document: You can add additional pages to a saved document by first opening the document. In the Database window, search and locate your document, then open by double clicking on the database record. Once it is opened, indicate the number of page(s) you want to add to this document., check the ‘Append’ radio button on the Scanning Window and press the Scan button or press [Enter]. When the scanner is finished, press [Enter] to go to the Indexing Window or click [No] to add more pages. The Indexing Window will have the indexing information already filled out. You just need to click the “Save” button or press [Enter] to save the document with the additional page(s) added. Make sure you select New Document before you scan another document.

Appending Page(s) to an Archived Document: If the document you are appending page(s) to is not opened, open the document by viewing the database [Ctrl-D]. Then scroll to or search for the document and double click on the “Master” database entry. Once it is opened, indicate the number of page(s) you want to add to this document, check the ‘Append’ radio button on the Scanning Window and click the Scan button . When the scanner is finished, press [Enter] to go to the Indexing Window or click [No] to add more pages. The Indexing Window will have the indexing information already filled out. A new edit box for the append description will be visible. Enter the append information and click [Save] or press [Enter] on your keyboard to again save the document with the additional page(s) added. This appended page(s) will be displayed in the database on its own distinct line. Make sure you select New Document before you scan another document.

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Note

If you have not selected New Document and attempt to scan a new document, a message will display stating the append box is checked and do you wish to append – Yes / No. The default is NO and entering at this point will allow the system to scan the document as a new document and not appending to the previous document.

Annotations You can add annotations to your document and then print those annotations. This is of practical importance if you want to redact some portion of a document to hide confidential information before sending it to a third party.

Adding Annotations to your document: In the Imaging Window, click the Annotation Activation icon on the tool bar. The Annotation tool bar will now be active. Select the tool you would like to use from the Annotation tool bar. For example, by selecting the highlighter, you would draw around the area you wish to highlight by dragging the cursor from one corner to the diagonal. Release the mouse button to highlight the selected area. To work with the new annotation, select the blue arrow on the annotation tool bar. You will then be able to change the size of the highlighted area as well as move the annotation to a different location on the document. A right click on the mouse will display the annotation menu, which allows you to delete the annotation, change the location as well as change the properties such as the background color. Click the Annotation Activation icon on the main tool bar returns the screen to its normal operation. The document will need to be saved again if you wish to save the annotations you have added.

Print On occasion you may need to print a document or portion thereof. Open the document you need by viewing the database [Ctrl-D]. Then scroll to or search for the document and double click on the database entry for that document. Now press the ‘Print’ button on the Main tool bar. You will get the print form as shown in Figure 4.9

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FIGURE 4.9 Print Form.

You can preview the printed pages, set margins, set print size and print quality. You can also define which pages or combination of pages you want to print. Using commas and hyphens, you can define specific pages and/or ranges of pages. Once you have defined your print settings, click on the ‘Print’ button or press [Enter] on your keyboard.

FAX On the Main tool bar, press the ‘FAX’ button. You will pop up a form as in Figure 4.10. As with printing, you can select any combination of pages to fax. Now enter your name, then the name of the recipient and the number to the recipient’s fax.

FIGURE 4.10 FAX Form

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If you want to add a cover page, check the “Cover Page?” check box. You can then type the cover page memo in the space provided. The cover page is custom designed for your company and can be modified. The file is name faxcvr1.txt. If you need to append the cover page to the document being faxed, check the “Append Cover” check box. You can also append the confirmation to the document by checking the “Append Confirmation” check box. As with printing, annotations can be added and faxed with the document. See the section on printing to read about this procedure. Once you have the form filled in and options selected, press the send button. A status screen will pop up and keep you informed as to the progress.

Note

You must have a modem installed in the computer for the FAX functions to work.

The FAX form has a phone book associated with it. To add an entry, fill out the FAX To Name and Phone fields and click on Add. To recall an entry, click the Open button and scroll to the entry and double-click. The information will be filled into the forms fields.

The system has a built in FAX cover sheet. This sheet is an ascii file that needs to be customized for each company. The file is in the SAFEView installation folder called : faxcvr1.txt. This file can be modified using Windows Notepad or Wordpad. There are variables that will automatically fill in pertinent information:

$D : Today’s Date $T : Current Time $F : Sender’s Name (from field) $I : Sender’s Company Name $R : Recipient’s Name $N : Number of Pages These variables can be placed anywhere in the document or left out. Most of the information is also included in the header line on the recipient’s fax.. The file does have to be a ascii text file. A Word or WordPerfect document will not work.

E-Mail On the main tool bar, press the ‘E-Mail’ button. You will pop up a form as in Figure 4.6. You can send any combination of pages as in printing or faxing. Start by filling in the recipient’s e-mail address. Then add the subject line. You can also CC or BCC to additional recipients.

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FIGURE 4.6 E-Mail Form.

You can now add a message to go along with the e-mail. The recipients will receive your message and an attachment that is the image of the document pages you selected. When they receive the e-mail, they can open the attachment and view the document. You can also add your own attachment if needed. This can be any computer file you have access to on your system.

Note

You must have a connection to the Internet with the computer for the E-Mail functions to work. The connection can be a dial-up connection. The system will initiate the dial-up connectoid if it is not already connected.

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Answers to Frequently Asked Questions Indexes: How many indexes are there for me to use and what criteria do I follow?

Indexes may be a maximum of 45 characters. They may also be alpha (A-Z), numeric (0-9) or a combination of both. Please avoid using various punctuation marks such as commas and apostrophes. There are five indexes for your use although it is not necessary for you to use all five.

Examples of indexes are: Date of service, patient’s name (last or last, first), physician/group name, patient account number, patient medical record number, date of transaction (e.g. date of deposit/date of message entered into system), Category (e.g. Deposit/Charge/x-ray/correspondence).

Choose an index that will be easy for you to recall. The wild card “*” will allow you more flexibility within your database search.

Editing indexes: What if I have misspelled or made a mistake with one of the indexes?

With the database entry displayed on the screen, select database from the main menu. Select edit. Place the cursor in the field you wish to edit and make the proper correction(s). Select database again from the main menu. Click on edit and no further editing will be done.

Colored Paper: What if I have colored paper to scan?

During the initial installation of SAFEView Pro, default settings will be specifically designed for most all of your scanning needs. By checking the Show UI (User Interface) box on the scan tool bar, SAFEView Pro allows you to modify the settings to adjust the contrast and/or brightness of documents that may appear too dark or too light. Once these documents have been scanned with the modified setting, you will want to un-check the UI box to resume scanning with the initial default settings.

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Selecting number of pages: How do I know how many pages I have scanned and what if I need to add or subtract to the number of pages I have scanned?

We recommend you set the number of pages to the exact number in each document as a way of practicing quality control.

If you have indicated three as the numbers of pages you are scanning and you instead have five pages, SAFEView Pro will scan the three pages and, when finished, display them on the screen. At this point, check the Append box on the scan tool bar, indicate two as the number of pages you want to add to this document and press the Scan New button. The two pages will be appended to the three you originally scanned making the total pages for this document five. Save your document as instructed previously.

Before you scan another document, make sure you un-check the “Append” box on the scan tool bar.

If, on the other hand, you have scanned five pages and you only wanted to scan four, display the page you inadvertently scanned, select Page from the main menu, select delete and select yes to delete this page. The number of pages scanned for this document should reflect four. Save your document as instructed previously.

Tool Bars: What if I can’t find one of my tool bars?

Oops, now where did that tool bar go?! Select View from the main menu. Select Tool Bar. If you know the tool bar that is missing you can un-check the others until you have located the missing tool bar. If you don’t know which one is missing, you can un-check all of the tool bars and then check them one by one, placing them where you want to on the screen.

Database Tool Bar: How do I know the document I just scanned was saved?

Once a document is scanned and saved, the index information should display in the database tool bar. If this information is not updated, you should do a re-index. Select Database from the main menu. Select Re-Index. Once the re-indexing is completed, do a database search for the document using the indexes you originally saved it under. If no record of the document is found, scan the document again.

The Archiving Process: How do I back-up the documents I have just scanned?

With the archive media is properly installed in the archive drive. You have selected Archive from the main menu and Archive All. The Archive Processing form is displayed on the screen and will begin the process the images first. If you discover the system isn’t processing the data to the archive media. you will want to cancel the operation if it hasn’t already stopped. Check to see if the media disc has sufficient space to process the data. To do this, double click on My Computer on the desktop. Right click on the drive that contains the archive media and go to Properties. The

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capacity of the disc will be displayed under the General Tab. If the disc is full, you will have to insert a formatted disc and start the Archive process again. See Formatting a disc under the Archive Section of this guide.

Deleting a Document: What if I scanned a document and I don’t want it any longer?

If you have scanned a document but haven’t yet saved it, you can just scan another document over it. You will get the message “Current Image Not Saved, Scan Anyway”. Answer Yes and continue scanning the new document. The document you previously scanned will be over-written.

If a document has been scanned and saved but not archived, display the database entry on the screen. Select Database and then Select Edit. Select Database again and you will see a check mark placed by Edit and Delete Record/Image displaying on the menu. Select Delete Record/Image and the following message will appear - “Confirm Delete. This image and record will be removed”. By clicking “OK” the record will be deleted from the database. Click on “Cancel” if this is not the image/record you wish to delete. Be sure to go back to Database and uncheck Edit.

Note

Deleting an image/record from the database will leave an empty record. A routine called “Pack” may be done to compress the database thereby eliminating the empty records. It is not necessary to “Pack” after each deletion but should be done if numerous records have been deleted. To do a “Pack”, Select Database and Select Pack.

If a document has been scanned, saved and archived, you will not be able to delete the image/record. The only thing you will be able to do is to change the status in the database to reflect the image/record as being deleted. Display the database entry on the screen. Select Database and then Select Edit. Place your cursor in the Status field within the database and change the status to a “ 5 ”. Although the entry will continue to display in the database, you will not be able to open the image/record.

Mapping SAFEView: When I double click on the SAFEView icon on my desktop, it won’t open. How do I fix it?

Go to Start / Programs / Windows Explorer. Select Tools . Select Map Network Drive . Select “ E ” as the Drive. Select \\scansta1\safeview3 as the Path. Put a check mark in Reconnect at Login . To disconnect a mapping, go to Start / Programs / Window Explorer. Select the drive you wish to disconnect and right click. Select “Disconnect” and the mapping will be deleted.

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Format DVD Disc: My archiving DVD disc is full. What do I do?

With a new write once DVD disc in the drive at the ScanStation, do the following: Double click on the DVD Format icon on the ScanStation desktop. Fill in the Volume Label: This field is alpha/numeric with a maximum of six (6) characters. (e.g. SST4A). Select Start and a message should appear stating all data will be erased. Say YES to continue. When completed, close out the program.

With the DVD disc in the drive, go to Start / Windows Explorer. Click on the “ + ” for My Computer. Click on the “ D ” drive. No objects should display on the right side of the screen. Select File / New / Folder and name the new folder DOCUMENT . Again select File / New / Folder and enter the name of the new folder the same as the formatted disc name (e.g. SST4A). When the process is complete, “ X ” out and return to your desktop.

When you are ready to use this new formatted disc, go into SAFEView. Select Tools / General Options / Upload Options. Under the “Drives Used” section, change the DISC# to the new label of the disc you are going to be using. Click OK and you’re good to go for your overnight/archive process.

For formatting a double-sided DVD disc: After formatting side 1 or A, remove the disc from the drive and flip it over. Follow the directions above to format side 2 or B making sure the Volume Label name is different (e.g. SST4B). Again, remember to change the DISC# within the Upload Options as described in paragraph 3 with the new volume name.

Status / Record Status: How do I know if my document has been archived?

This information is contained within the database and is up-dated automatically by the SAFEView Pro software.

A “5” in the status indicates the record has been deleted.

A “7” in the status indicates the record has been back up or archived.

An “8” in the status indicates the record has not been back up or archived.

A “1” in the record status indicates a new record.

A “2” in the record status indicates a changed record.

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Error Messages Error 7018: Corrupt index: Empty Page

On the ScanStation desktop, double click on the Shortcut to Arc32.exe Go to File / Open / C:\SST\ads_data|image.adt Select Database / Re-Index Close the program and go back into SAFEView to resume scanning.

Error 7022: Exceeds maximum levels

On the ScanStation desktop, double click on the Shortcut to Arc32.exe Go to File / Open / C:\SST\ads_data|image.adt Select Database / Re-Index Say YES to the message asking you to continue the re-indexing process The database indexes will disappear from the screen during this procedure When completed, the database will display on the screen Go to the last record in the batabase Go to the tool bar close to the bottom of the left side of the screen By placing the mouse on the “ – ” button, “delete record” will appear Click on the button to delete the record Say OK to the message to delete the record Select Database again and Select Pack Table Say YES to the message to continue with the operation Again the database indexes will disappear from the screen but will display when the process is completed Close the program and go back into SAFEView View the database and search for the third to the last document you scanned Double click on the document to make sure it opens properly You will have to re-scan the last two documents you previously scanned as they have been deleted.

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Appendix A

SAFEView Client To-Do List

This is a list of things that we need to know or you need to do in preparation of installing the SAFEView system. If you have any questions on anything, please feel free to call.

Number of users (Concurrent viewers): _________________________

Typical pages per day to be scanned: _________________________ (You may do more scanning initially due to amount of existing documents)

Location of ScanStation:

The ScanStation can be placed on a table or a desk where the designated scanning person will be working. The space should be at least 2’x4’. It can also be placed in your server closet if you have one. The Fujitsu scanner needs to be attached to the ScanStation or a designated workstation running SAFEView Pro software.

Check one box below

Desk or Tabletop o Server Closet o

Workstation (if Server Closet is selected): ___________________________

At the selected location, we need (check all that apply if you have the item):

• Power o We recommend you use an Uninterruptible Power Supply (UPS) or a Surge Suppressor Power

Strip. If you need one, check the associated box:

• UPS o Need: o $89.00 or

• Power Strip o Need: o $15.00

• FAX Line o (optional, required if you don’t have a FAX server and you

want to FAX from the ScanStation)

• Network Port o (if you don’t have a port available because the closest one is in use, we can install a hub to expand the number of ports available. See Accessories)

Network Integration:

In order for you to access the database and images on the ScanStation, you need to connect the system into your network. The system comes configured with peer-to-peer networking enabled.

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Network Type (Check which type you have and fill in associated name or ID):

• Peer-to-Peer o Workgroup: _____________________

• Domain o Domain Name: ___________________

• Novell o Network ID: _____________________

• Other o _______________________________

IP Address (Check which type you have):

• Static o Assigned IP: ________________

• Dynamic (DHCP) o

Email Configuration (please fill in required information):

SMTP Outgoing Mail Server: _______________________

Account name: _____________________________

Password: ________________________________

Requires Authentication o (Check if true)

Anti-Virus o Name: __________________________ (Check if you have one. If not, we will install a 2-year license of Grisoft AVG Pro: $40.00)

Printer Configuration – Network printer to be assigned: _____________

Workstation Access (Sharing) – Typically, a network drive will be created that is mapped to the ScanStation such as E:\ mapped to \\scansta1\safeview3. This allows the desktop workstation to run the viewer and access the database and images on the ScanStation. Any drive letter can be used.

Accessories If you need networking accessories, please let us know. We can provide you

with the following (Check which accessories you need):

5-Port Hub o $39.00

Cat 5 Cable o $10.00

When you have completed this form, please fax to: 714-993-0244

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