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Copyright 2004, 2005, 2006 170 Systems, Inc. All Rights Reserved. This notice shall be marked
on any reproduction, in whole or in part, of the licensed software programs and
documentation.
This software program documentation contains confidential and proprietary information of 170
Systems, Inc.; it is provided subject to the terms and conditions of a license agreement, which
contains restrictions on use and disclosure, and it is also protected by copyright law and by
international treaties. It is intended for internal use only. Unauthorized reproduction or
distribution of this program or documentation in whole or part may result in severe civil and
criminal penalties, and will be prosecuted to the maximum extent possible under the law.
Reverse engineering of the software is absolutely prohibited.
The information in this documentation is subject to change without notice. If you find any
problems with the documentation, please report them to 170 Systems, Inc. in writing. 170
Systems, Inc. makes no warranty that this documentation is error-free.
170 Systems, 170 MarkView, and MarkView are registered trademarks of 170 Systems, Inc.;
170 MarkView Distribution Form Markup, Markups, Form Markups, and 170 SQL*Flow are
trademarks of 170 Systems, Inc.
ORACLE, SQL*Net, SQL*Plus, PL/SQL, and all other named Oracle products are trademarks of
Oracle Corporation.
Sun, Sun Microsystems, the Sun Logo, Solaris, and the Java logo are trademarks or registered
trademarks of Sun Microsystems, Inc. in the United States and other countries.
All other third-party products or brands mentioned in this documentation are or may be
trademarks or registered trademarks and are the property of their respective owners.
This User Guide provides a navigational overview of the components that make
up 170 MarkView. It is intended to supplement any training and reference
information you receive as part of your 170 MarkView training program. In this
guide, you will receive in-depth information and step-by-step navigational
details for the applications and functions most used in your combined Oracle
and 170 MarkView system, including:
The 170 MarkView Enterprise Viewer is the web-based tool used to view and
annotate document images. An image launches and appears in the Enterprise
Viewer as shown below:
NOTE:
Many toolbar functions and additional navigational options may be
accessed using shortcut keys and right-click menus. All of the
right-click menu options and shortcut keys are outlined in the
Appendix of this document.
Form Markups may also be configured with an option to pick a value from a List
of Values (LOV), such as a list of people, e-mail addresses, departments or
account codes. LOV fields are followed by a List button, as is displayed in the
Contact field on the Comment Requested Form below.
Informational Markups
There are four standard Informational Markups that allow users to Mark Up a
document, as they would a piece of paper. They allow placement of highlights,
arrows, sticky notes and free text entry on a document image.
Standard Informational Markups may be deleted after they have been saved.
Additionally, to undo changes that you have made prior to saving, you may also
right-click on the document image and select Revert All to revert to your
previous save. Transitional Markups save automatically and cause a workflow
transition when they are placed, and therefore may neither be deleted nor
reverted.
The standard Informational Markups are listed in the table on the following
page:
Applying Markups
Navigation
1. Select the appropriate Markup from the toolbar by clicking once on the
toolbar icon. The mouse cursor changes depending on the type of
Markup selected. For example, selecting a Sticky Note Markup changes
the cursor to a sticky note pad, while any form Markup displays a small
form icon.
NOTE:
To see the name of the specific Markup, hover the mouse over
the Markup icon.
2. Apply the Markup to the image by clicking once on the image. The
Markup will appear wherever you click to place it, but may be moved
after saving.
a. If the Markup is a Form Markup, the Form automatically displays
and enables you to enter the appropriate information
NOTE:
Transitional Markups save automatically when form entry is
complete and the form is closed with the OK button.
Informational Markups which do not cause the document to
transition, must be saved using the save icon at the top of the
Standard toolbar.
All Users The view onto which all system users place Markups. You must
have the All Users View selected in order to place Markups on a document
image.
Queue Status - A view containing a system-generated Markup called the
Queue Status Markup. The Queue Status Markup indicates the queue from
which the current image has been retrieved. An example of the Queue
Status Markup is displayed below:
170 MarkView uses a tool called the View Manager to allow you to manage the
different Views in the system.
The View Manager is a tool that helps manage Markups and Markup Views. To
open the view manager, click the View Manager button on the Standard
Toolbar:
When the View Manager opens, all views with Markups are displayed in a list,
including columns that provide additional information about the status of each
View.
You may click directly under any column (to the right of the View Name) to
toggle functions on and off. For example, if you click on the Eye Icon located
to the right of the All Users View, the icon would disappear and any Markups in
that view would no longer be visible on the image. Click again in the same
location and the icon reappears and the View becomes visible again.
In addition to the View Columns, you may use the View Manager Toolbar to
access additional functionality when working with Views in the Enterprise
Viewer. See the diagram below for additional detail.
Printing
The Enterprise Viewer offers multiple options for printing. First, you may
select Direct Print, which sends the print request to a network printer, or print
using a Print Request to the 170 MarkView Print Server, which sends the print
request to a pre-designated system printer.
Use the right-click File\Print menu option to access both the Direct Print and
Print Request options.
Direct Print
When selecting the Direct Print option, 170 MarkView sends the print request to
your default network printer. This print option displays the standard Print
window for Windows-based application printing (as demonstrated below).
When using the Direct Print option, the printout will contain all views that have
Print Request
When selecting the Print Request option, the document image files are
compressed, and a print request is sent to the 170 MarkView Print Server. A
system administrator may configure a specific printer for use with this option.
Unlike Direct Printing, using the Print Request option allows the user to specify
which views to print.
Navigation
3. Select the views to print by scrolling through the list of View Names
and clicking in the printer icon field for every view to be printed.
NOTE:
The views indicated in the View Manager are the views that are
pre-selected to print (by default).
4. In the Page Range section, choose to print either All pages in the
document, or a range of pages within the document.
Printing in this manner does not overload Network printer with print jobs and
makes the desktop available immediately, as there is no need to wait for the
print job to run before continuing to work.
Faxing
170 MarkView not only allows users to view, annotate, and print electronic
images, it also provides the ability to fax copies of documents.
Fax Requests are processed in a similar manner to Print Requests. All outgoing
fax requests are processed using the 170 MarkView Fax Server. The 170 Fax
Server faxes document images and allows users to specify which (if any) Views
to display in addition to document image.
However, you can determine which roles should use one viewer or the other.
The Express Viewer differs from the Enterprise Viewer in that it offers not only
an image of the document but other information, including the following:
Messaging and instructions
Information derived from Oracle Applications
Information about other document images attached to the same record
The following image displays the Express Viewer Window and is annotated to
describe the various sections of the Viewer.
Some of this data is displayed at the top of the Viewer window, above the
document image, as illustrated here:
If the document image you are viewing is attached to an Oracle record, and if
there are other document images attached to that same record, the Express
Viewer provides information about these other document images. This
information includes a description of the document, the date it was attached,
and a link to the image.
When applying a Markup using the Express Viewer, you use the Markups menu,
which is displayed at the left of the document image.
If you are working with a document that you have displayed from the Web
Inbox, and you apply a transitional Markup, the system will automatically
display the next document image listed in your Web Inbox.
There are two informational Markups available in the Express Viewer: the Blue
Sticky Note Markup and the Green Text Markup.
The message area at the top of the Express window states that the Blue Sticky
Markup was saved successfully. The system also adds a record to the Document
History section of the screen, stating that the Markup was applied and detailing
the text you entered in the Blue Sticky Note.
In the future, people who view the document image can view your comments
either by clicking the Blue Sticky Note Markup or by scrolling to the bottom of
the screen and reading your comments in the Document History section.
The system places your comments on the document image, the message area at
the top of the Express window states that the Green Text Markup was saved
successfully. The system also adds a record to the Document History section of
the screen, detailing the comments that you created using the Green Text
Markup.
If you have placed an informational Markup and you want to delete it, you can
do so at any time. The document does not have to be retrieved to you.
The system opens a form that displays details about the Markup, including the
text that you entered.
The system hides the Markup form and displays a dialog stating that the Markup
was deleted.
If several people have interacted with a document, it may have a large number
of Markups obscuring the view of the information on the document. In these
cases you may want to hide the Markups. Conversely, a previous user may have
hidden the Markups, and you may need to display them.
1. Locate the View drop-down list, which is in the upper left corner of the
To enlarge or reduce the portion of the screen used to display the image:
1. Locate the Image Size buttons, which are in the upper left corner of the
image display area.
2. Do one of the following:
a. To maximize the display area, click the Large button at the far
left.
b. To make the display area medium sized, click the Medium button
in the center.
c. To minimize the display area, click the Small button at the far
right.
The system resizes the image to fit the setting you specified, and the icon that
you chose is colored yellow.
You may need to zoom in or out to get a better look at an image. The Express
Viewer offers two methods for zooming in, as detailed below.
The system resizes the image to fit the setting you specified.
To zoom in incrementally:
This section describes other measures you might need to take to optimize the
display of the image.
1. Locate the rotate buttons, which are in the upper right corner of the
image display area.
2. Do one of the following:
a. To rotate to the counterclockwise by 90 degrees, click the button
on the left.
b. To rotate to the clockwise by 90 degrees, click the button on the
right.
NOTE:
The rotation only temporarily re-orients the displayed image. The
rotated image cannot be saved. The next time you or another user
opens the image, it will have the original orientation.
If the document has only one page, these controls will be grayed out.
2. Set the drop-down menu to the page number that you want to go to.
To pan an image:
1. To pan an image to the left or right, top or bottom, click on the arrows in
the gray border around the image.
If there are no additional portions of the image to pan to, the corresponding
arrow (or arrows) will be grayed out.
After documents are categorized and entered into the system (through scan,
fax, EDI, etc.), they are routed into a specific workflow based upon document
type, and are ready to be retrieved and processed by an entry user. Entry users
are able to retrieve documents from Entry queues for which they have the
appropriate authorization. The order of document retrieval is based first on
the priority of documents (higher priority documents are retrieved first) and
then on date (earlier scanned/faxed documents are retrieved first).
Assuming there are documents awaiting retrieval in an Entry queue, the Entry
user retrieves and displays the next invoice to process by navigating to the
Entry form in Oracle and clicking the Get Next button on the Oracle
Applications toolbar. The retrieved image displays in the Viewer.
For example, AP users can proceed directly to their Invoice Entry form in
Oracle to retrieve new, unentered invoices and begin entry. They may then
click the Get Next button to retrieve the next item for Entry. The next pending
item across the Entry queues to which that user has accesses automatically
retrieves into the Working Folder and displays in the Enterprise Viewer. Please
refer to section 3.4 for more information about the Working Folder.
Navigation
NOTE:
Make sure that the cursor is on a blank line in the form. If
you forget, the system will prompt you with: You must be on
a new header line before performing a Get Next.
3. The Viewer automatically launches and displays the next image based
on the priority and document age.
NOTE:
If there is an unprocessed Image already in the Viewer, you
are prompted with, The currently viewed Image has not been
associated. Continue? Click Cancel to continue processing
the existing image or click OK if you want the existing image
in the Viewer to fall into your Working Folder to process at a
later time. Please refer to section 3.4 for more information
about the Working Folder.
4. Enter the invoice record into Oracle using the information on the
invoice image.
Automatic Attachments
Automatic attachments take place when the user retrieves a new document
image (via the Get Next button on the Oracle Toolbar) from within an Entry
form in Oracle (such as the Invoice Workbench or Supplier Entry Form). If the
user retrieves the image, enters the record into Oracle, and saves the record in
Oracle, the 170 MarkView document will be automatically attached to the
Oracle Record.
If the user retrieves the document image, but does not immediate enter the
record and save, then the document image will have to be manually
attached to the Oracle record (see Manual Attachments section).
Navigation
1. Navigate to the appropriate Entry form in Oracle.
2. To retrieve the next document image (e.g. invoice or Supplier
document), click the Get Next button located on the Oracle Toolbar.
The Viewer automatically launches and displays the next image based
on priority and date.
NOTE:
Make sure that the cursor is in a blank line or a new record
within the form. If you are not on a blank line, the system
prompts you with: You must be on a new line before
performing a Get Next.
NOTE:
If there is an unprocessed image already in the Viewer, you
are prompted with, The currently viewed Image has not been
associated. Continue? Click Cancel to continue processing
the existing image or click OK if you want the existing image
in the Viewer to fall into your Working Folder to process at a
later time. Please refer to section 3.4 for more information
about the Working Folder.
Manual Attachments
New documents that are not automatically attached to an Oracle record must
be attached manually. Manual attachments may be necessary in rare instances
when a user retrieves the document image, but does not immediately enter the
record and save it in Oracle to create an automatic attachment. Once
retrieved, a document is accessible from the users Working Folder. Please
refer to section 3.4 for more information about the Working Folder.
All items in a users Working Folder that have not been attached to an Oracle
record are identified in the Description field with the generic text, such as
Batch Number 50, Document ID 209, as illustrated in the example below:
Navigation
1. If the document image that you want to manually attach is not
visible in the Viewer, navigate to the Working Folder in Oracle:
a. Select the document image by clicking on the row.
b. Click the Image button to launch the document image in the
Viewer.
2. Within Oracle, navigate to the form where you will enter the new
record (e.g. the Invoice Workbench or the Receipt entry form), or
query the existing record that you will attach the document image
to.
3. If necessary, enter the record into Oracle using the data from the
document image and save the new record.
4. Click on the Attachments button from the Oracle Toolbar.
NOTE:
After entering MarkView into the Category field, a button
called Associate MarkView Document appears.
Viewing Attachments
To view any record and its associated document image:
9. Select the image you wish to view from the list of attachments and
click the Show MarkView Document button to launch the image in
the Viewer.
The following 170 Workflow menu options are described in the remainder of
this chapter:
Working Folder
Role Select
Returned Invoices
Fax Status
The Working Folder is the most important new form that you will be interacting
with on a daily basis in your 170 Systems workflow solution. The Working
Folder is used to:
Retrieve new items from all queues except entry queues (e.g. Invoice
Entry, Receipt Entry, Supplier Set-up Entry)
Organize your outstanding items so that you know what work needs to be
processed next, based upon priority
Launch the document images for your outstanding items and open the
Oracle records for your outstanding items (if a record exists)
Each user is assigned their own Working Folder, which serves as their temporary
in-box for document images and records. The Working Folder displays all
documents that are currently assigned to a specific user. That user has
exclusive rights to process any item in their Working Folder. Once a user has
processed an item from their Working Folder to send it on in the workflow, the
item no longer appears in that users Working Folder.
To open the Working Folder, select the Workflow\Working Folder menu option.
Your Working Folder opens as displayed below:
The Description column provides a brief summary of the item. Until the
image is associated with a record in Oracle, the system provides details
pertaining to the document creation (e.g. Batch Number and Document
Number captured at scan time, as illustrated in the first item in the
figure above). Once the item is associated with an Oracle record, the
Description column displays structured data such as the Supplier Name
or Invoice Number, as illustrated in the second item shown in the figure
above.
The Current Queue Name column identifies the queue where the item is
currently residing. This is important because the user can determine
which actions are allowable based upon the current queue that the item
is in.
The Received At column provides a date and time stamp indicating when
the item entered the queue it is currently in.
The Priority column indicates the number of priority points assigned
to the item. A default priority value is assigned at scan time, and
documents that are categorized as High Priority are initially assigned a
greater priority point value. Items may also increase in priority at
various points throughout the workflow.
In addition to the details, buttons at the bottom of the Working Folder form
provide access to important functionality:
The Show Document button launches the 170 MarkView document image of the
selected item in the Viewer.
Navigation
To view an image:
1. Select an item within the working folder by placing the cursor on the
desired record line.
2. Click the Show Document button. The Viewer launches and displays
the requested image.
The Pending Queues button displays a list of queues that contain pending, or
outstanding items that require attention and have not yet been retrieved.
Queues only display in this list if they currently contain pending items, and the
user has the appropriate system privileges to access the queues.
After the user selects a queue by highlighting the queue name in the list, they
click the OK button. The next item is retrieved into their Working Folder for
processing, in order of priority and date.
NOTE:
If there are no documents pending for a particular queue, the
queue does not appear in the list.
The Get Next Work Item button performs a similar task as the Pending Items
button, however it does not supply the user with a list of queues to choose
from. When the Get Next Work Item button is selected, the next available
item across all queues automatically retrieved into the users Working Folder
(based on priority and date across all queues the user has access to).
The Open Work Item button queries and opens the associated Oracle record of
the item that is selected within the Working Folder. This provides a quick and
easy way for the user to access the documents associated Oracle record
without having to navigate to the form and query the specific record.
Refresh Button
After processing an item in your Working Folder, you must refresh the form in
order to see that the recently processed item has transitioned out of your
Working Folder. The Refresh button requeries your Working Folder and shows
the most updated list of items.
The Fax Status Form gives users the ability to view the status of both pending
and/or completed outgoing faxes. It contains detailed information for all
pending and completed faxes, and displays fax request data such as Document
ID, Recipient, Company, Destination Fax Number, Submitted (date and time),
and Status. Users can view the details of specific faxes, cancel pending faxes,
resubmit completed faxes and use various sorting tools to view the fax data.
Navigation
Navigation
1. Use the Oracle Navigator to select the 170 Workflow/Returned
Invoices form from the menu. The Returned Invoices form opens:
2. Press the F11 key on your keyboard to enter into query mode.
a. Enter your query criteria:
i. To include the Vendor Name in your query, enter the Vendor
Name. You may use the % sign as a wildcard if you do not
wish to enter the full name.
ii. To include the Invoice Number in your query, enter the
Invoice Number. You may use the % sign as a wildcard if you
do not wish to enter the full name.
iii. To include the Returned Date in your query, enter the
Returned Date. You may use the % sign as a wildcard if you
do not wish to enter the full name.
b. When your query criteria is entered, press Ctrl-F11 on your
keyboard to execute the query. The results of the query are
displayed in the Returned Invoices form:
170 MarkView Home is the web-based application that serves as the main
menu for a number of different products within the 170 MarkView System.
170 MarkView Home consists of a series of menu tabs with various tools
under each tab.
The tools and tabs that are visible to each user vary depending upon your
specific configuration and user role. Tabs may include the following:
Administration
Includes all of aspects of system and user administration for the 170
MarkView System. End-user utilities include:
o Change Password A simple utility with which scan operators can
change their 170 MarkView Scan passwords
o Alternate User Assignment - a tool that allows any 170 MarkView
Users, as well as their managers and administrators, to assign an
alternate to process work during an absence
Training and reference material for the System Administration
functionality is covered in separate guides and training sessions. For
information on advanced technical training and other supporting
information, please see our website at http://www.170systems.com.
Utilities
Includes various tools that support different aspects of the 170 MarkView
System, including the following:
o 170 MarkView Process Monitor A monitoring tool that provides
a real-time view of items in queues across different workflows.
Navigation
To log into 170 MarkView Home:
1. Launch the 170 MarkView Home Page (either through a desktop icon,
by going to the web site, or by selecting the website from your list of
Favorites within your internet browser). The login screen appears:
Navigation
To assign an alternate:
1. Log into 170 MarkView Home (as described in section 4.1).
2. Mouse over the Administration tab and select Alternate User
Assignment. The Alternate User Assignment screen displays:
3. If you are assigning an alternate to someone else, enter the user in the
User ID field. If you are assigning an alternate for yourself, your name
will default in this field.
4. Select or enter the alternates name in the Alternate User ID field.
5. Indicate the date range for the absence in the Start Date and End Date
fields.
NOTE:
You may enter field values manually, or click the Calendar or List
buttons next to the field names to select the entry. To narrow
170 MarkView most commonly obtains information about the scanned batches
of documents through the use of bar coded coversheets. Bar codes contain
specific identifying information about the document being entered into the
system. Once generated, the coversheet should be placed on top of the
document and then scanned or faxed for entry.
Navigation
3. Select the Document Type from the list of values and click the Submit
button. One or more additional document property fields display.
NOTE:
To leave the Bar Code Generation tool and return to the 170
MarkView Home Page, click the Return to Main Menu link at the
top of the screen.
NOTE:
If you are faxing the document into the system, you may select
the Show Fax Only Properties checkbox. Selecting this option
displays an additional Number of Pages field, to enable use of
the barcode cover sheet as a fax cover page.
4. Select the Required and relevant property values for the document type.
NOTE:
You may enter property values manually, or click the List button
next to the field name to select the entry from a list. To narrow
down the list, you may partially enter the value in the field before
clicking the List button. You may use the % sign as a wildcard
when narrowing down your search.
6. Click the Print button at the bottom of the window to print the
coversheet using your standard printing interface.
7. Click the Close button to close the window.
Web Inquiry includes web-based applications that allow users to query Oracle
records from outside of Oracle. Depending upon your particular configuration,
you may have access to one or more Web Inquiry tools, including Invoice
Inquiry, Returned Invoice Inquiry, and GL Journal Inquiry.
After specifying search criteria for the item(s) you are looking for, the results
display in summary format at utilizing a number of descriptive columns. The
user can then review Oracle record details and launch and view associated 170
MarkView Images.
Navigation
NOTE:
When available, the Advanced button allows you to enter
advanced query criteria into additional fields.
4. Enter as much query criteria as possible about the item to narrow down
the search.
NOTE:
You may enter field values manually, or click the Calendar or List
buttons next to the field names to select the entry. To narrow
down the list, you may partially enter the value in the field before
5. Once your criteria have been entered, click the Submit button in the
left-hand corner of the screen. A list of items that match the criteria
entered appears.
Navigation
2. To retrieve the next pending item, click the Get Next button. The
next pending item launches in the Viewer.
3. Review the image and determine whether or not the image should be
attached. If the image should not be attached, apply any of the
following Exception Handling Markups:
a. If the document is not a Previously Entered invoice and must be
recategorized and delivered to the correct workflow, place the
Recreate Document Markup on the image.
b. If the document should be rescanned, place the Rescan
Requested Markup on the image.
c. If the document is not valid and should be recycled, place the
Recycle Requested Markup on the image.
4. If no Exception Handling applies, identify the invoice and return to
170 MarkView Home to query the invoice record. The Query Criteria
screen displays to allow you to query for the associated Oracle
Invoice record(s).
NOTE:
You may enter field values manually, or click the Calendar or List
buttons next to the field names to select the entry. To narrow
down the list, you may partially enter the value in the field before
clicking the List button. You may use the % sign as a wildcard
when narrowing down your search.
6. Click the Submit button to run your query. The query results display
at the bottom of the screen.
7. Review your results. To review additional Oracle details such as
invoice holds and distributions, click the Details link on any of your
query results.
8. Check off the item(s) to which you wish to attach the image and click
the Attach button at the bottom of the screen. Upon attachment, a
confirmation window displays:
9. Click the Close button to close the window and confirm attachment.
The image is attached, and the screen refreshes to display any
attachments and allow further attachments to be made.
10. When you have completed the attachment, you may return to the
Previously Entered Working Folder by clicking the Return to Working
Folder button.
Once the attachment is complete, if any Oracle holds have been placed on the
invoice through AP Process Verification, the invoice transitions to a hold
resolution queue for retrieval and resolution by designated AP Resolution users.
AP Resolution Users retrieve these items into their Working Folder and may
place one of the following Markups:
If you right-click on the document image from the 170 MarkView Viewer
Enterprise Edition, and the following menu appears:
Markups Menu
If you right-click on the document image from the 170 MarkView Viewer
Enterprise Edition, and choose Markups, the following menu appears.
File Menu
If you right-click on the document image from the 170 MarkView Viewer
Enterprise Edition, and choose File, the following menu appears:
Edit Menu
If you right-click on the document image from the 170 MarkView Viewer
Enterprise Edition, and choose Edit, the following menu appears:
Toolbar Menu
If you right-click on the document image from the 170 MarkView Viewer
Enterprise Edition, and choose Toolbar, the following menu appears:
Image Menu
If you right-click on the document image from the 170 MarkView Viewer
Enterprise Edition, and choose Image, the following menu appears:
If you right-click on the document image from the 170 MarkView Viewer
Enterprise Edition, and choose Image>Zoom, the following menu appears:
If you right-click on the document image from the 170 MarkView Viewer
Enterprise Edition, and choose Image>Rotate, the following menu appears:
Page Menu
If you right-click on the document image from the 170 MarkView Viewer
Enterprise Edition, and choose Page, the following menu appears:
Help Menu
If you right-click on the document image from the 170 MarkView Viewer
Enterprise Edition, and choose Help, the following menu appears: