ithelpdocs.utoledo.edu€¦ · Web viewIndexing Documents in ApplicationXtender Document Manager. Method 3 – Importing an existing ODMA-compliant document such as MS Word or MS

Importing Files into ApplicationXtender Document Manager

There are different methods available to import a file into ApplicationXtender, depending on the type of file being imported, how it will be indexed and how the file will be used after it is indexed. The different methods are listed below with the circumstances in which you would use the particular method.

Method 1 – Importing a File for a Single Index

Single page document Multiple page documents where each page of the document may be stored by the same index value (e.g.

All pages of the imported file are for the same ID and document type. File will be imported as an image, even if it originated as a Word document.

Method 2 – Importing a File with Multiple Pages and Indexes

Multiple page file where separate pages of the file will be indexed with unique keys (e.g. some pages will have different IDs or Document types).

Typically this is how documents that have been scanned to a network drive would be imported and indexed.

File will be imported as an image, even if it originated as a Word document.

Method 3 – Importing an existing ODMA-compliant document such as MS Word or MS Excel

ODMA compliance means that a document can be stored in imaging but updated with the native program (e.g. Word, Excel). The file will retain its native characteristics.

Word template which will be updated using MS Word after it is indexed into ApplicationXtender Excel template which will be updated using MS Excel after it is indexed into ApplicationXtender Templates for documents that would be indexed under multiple IDs would be a good use of this method.

The template can be stored on a network drive and once indexed it can be updated using the native program (Word, Excel, etc). Student advising notes would be a good use of this method.

Important First Step - The first step for all methods is to verify that the application to import into is currently active. The active application name appears bolded in the application window and will also appear in the information bar at the bottom of the window. To make an application current, double-click the name in the application window.

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Method 1 – Importing a File for a Single Index

1. To begin the import process, click on the New Document icon or on the menu item bar click Document then New then Import File.

2. Select the Import File… radio button and click OK:

3. In the Import File window that pops up, navigate to the directory containing the file to be imported, highlight the file and click Open.

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The Import Status window will pop up to display the status:

4. Upon completion of the import, the document will appear ready for indexing in ApplicationXtender. Enter the required index field data and click the Save button. After the save function, the document image will remain open, but the Save button will be grayed out. If the document contained multiple pages, all pages will be indexed under the same ID. To close the document after indexing, click the black x in the upper right corner of screen.

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Method 2 – Importing a File with Multiple Pages and Indexes

1. To begin the batch import process, click on Utilities then Batch Create… on the menu bar.

2. In the Select Files for Batch Import window, navigate to the directory containing the file to be imported and click the file name. In the Batch Name field at the bottom of the window, enter the name of the batch, which will be used later in ApplicationXtender. Click the Open button.

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3. The following window will appear when the import is complete. Choose View Log or Exit.

4. Once the file is imported, it is available for batch indexing. To process the batch, in ApplicationXtender click on Utilities in the main menu bar then Batch Index (List)….

This will bring up the Batch Index window. In the list of batches, select the one just imported and click Index.

Note: If you do not see the batch you just imported, check the value in the Batches for application: drop down box to be sure the correct application is selected.

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5. Once you click Index, the first page in the batch will appear for indexing. If the index window is not displayed next to the image, click on the New Document icon to display the index box.

6. Enter the appropriate index information, and click Save. The page will automatically close and the next page will appear for indexing. Proceed through each of the pages until all are indexed. To attach the current page to the previous index (all index values are the same), press Ctrl T. If any of the index values will change press Ctrl N to blank out the index. To index with the same ID as the previous page, but with a different document type, press F9 after pressing Ctrl N. You can then change the index. For specific instructions on indexing, see the document Indexing Documents in ApplicationXtender Document Manager.

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Method 3 – Importing an existing ODMA-compliant document such as MS Word or MS Excel

1. To import a file and retain its original file characteristics (e.g. to import a Word document and save as a Word document in imaging), click on the New Document icon or on the menu bar click Document then New then Insert Object.

2. On the Insert Object form, select Create from File, then click the Browse… button to select the file to be imported. Once the desired file is found and selected, click Open to return to the Insert Object form. Click OK.

3. The document will be pulled into AX Document Manager, ready to be indexed. Enter the correct information in the index fields and click Save. The document will remain open so that its contents can be modified.

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4. To modify the document in its native program (e.g. Word, Excel), double click the document image. This will open the document for edit. Make the necessary changes. When done, click the gray X in the top right corner to close just the image.

Any changes you made to the document will be retained. Further changes can be made at any time by searching for and double-clicking on the image to open it in its native application.

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