Documente Academic
Documente Profesional
Documente Cultură
OmniDocs 8.1
Reference Manual
2015
Easy Indexing and, Retrieval of Documents and Folders by enabling users to create
Data Classes and indexes of various data types, and associate the DataClass with
documents and folders.
Easy Document and Image Viewing with the help of browser-based Image View
Applets, all standard Image Operations, and facility to traverse to next page/previous
page/ specific page while viewing multi-page documents.
Powerful Document and Folder Searches to locate documents and folders through
search of user defined indexes and performing Full Text Search.
This chapter includes the details on the Toolbar options and other features
available on the OmniDocs Web.
Fig: 1.1
Fig: 1.4
Fig: 1.5
6. Select the option; remember my User Name and Cabinet to log on directly to
the shared cabinet later. Click the Login command button to proceed.
Fig: 1.6
Once the Remember my User Name and Cabinet is selected, the Login dialog box
when invoked next time has the username filled in the User Name section.
7. A message box is appears if the user with the same Username as entered in
the Username text box is already logged on to some other computer.
8. Click the OK button to disconnect the specified user and log you with the
same username and password.
11. Type the user name in the User Name text box and the password in the
Password text box.
12. Select the name of the cabinet from the drop-down list on the Cabinet text
box. You may select the option; remember my User Name and Cabinet to
logon the same cabinet with the same user name next time.
13. Click the Login button on the Login page to log on your user account.
15. After the successful login with the correct logon information the number of
‘Failure attempt count’ along with the ‘Last Login Failure Time’ appears on the
main screen.
Fig: 1.12
16. The specific number of login attempts to enable you, logon to OmniDocs user
account is always configured with the Administrator. After the login failure, if
17. After login, the OD Web Desktop screen appears as a default screen.
When the Main screen appears after you logon, the OmniDocs 8.0 Web desktop, by
default, the contents of the system is shown on the right pane of the Main screen.
The left pane of the screen consists of Repository, Search, OmniProcess and
Reports.
Fig: 1.13
18. Click MasterDesktop to launch MasterDesktop main screen.
19. The MasterDesktop main screen of the specified shared cabinet appears
showing the tool bar at the top of the screen, system-defined folders: Inbox,
Sent Items, and Trash, folders and documents present in the cabinet on the
left pane and information on the right pane.
Trash folder
21) By default, user has the read rights on all folder/documents so user can view
all folder/documents. When dataclass is associated to document or folder
then to view these documents or folders user should have the read rights on
the dataclass which is associated with documents or folders.
Alarms: Enables you to view the Alarms/Reminders for the login User.
Search: Enables you to search for documents. The search can be made
on General properties, DataClass, and global indexes. Content Search
(FTS Search) is also provided in case of SQL and Oracle Database.
Add folders
Add sub-folders
Delete folders
Add Documents
Share a folder
Move/Copy
Set Alarms/Reminders
Search
Fig: 1.16
Fig: 1.17
Fig: 1.19
Fig: 1.20
Fig: 1.22
Fig: 1.23
4) Select the Root Level option to create subfolder at the root level.
5) Select the option Location: <cabinet name>/<folder name> to create a sub-
folder at the current path.
Fig: 1.25
Fig: 1.26
Fig: 1.27
11) Click the Plus (+) sign to expand the node to see the sub-folders within a
folder.
Fig: 1.28
Fig: 1.30
2) The Options screen opens showing the options on the Personalize tab page.
Fig: 1.37
Fig: 1.38
Fig: 1.39
Fig: 1.40
2) Click a folder on the left pane of the Main screen. The Folder Information
screen appears on the right pane and shows the contents of the folder.
3) Click the Next link on the left pane of the Main screen to see the next batch of
folders or click Previous link to see the preceding batch of folders.
Fig: 1.42
Fig: 1.43
5) The sub-folder list for a folder is displayed on the left pane with the number of
sub folders at a time according to the batch size specified. The right pane of
the Main screen shows the Folder Information screen and the contents of the
folder.
‘+’ sign in front of the folder indicates that the respective folder has sub folders
7) Click the Next link on the left pane of the Main screen to see the next batch of
sub-folders present in a folder or click the Previous link to see the preceding
batch of sub-folders.
NOTE: The minimum batch size that you select is 10 and the maximum batch size is
50 when you select 50 you can see 50 folders at a time
NOTE: The Inbox folder includes all the documents that have been posted to the
logged in user’s inbox.
Click Inbox on the Main screen. The Folder Information screen appears on the right
pane and shows the contents of the folder.
The column headings for the Inbox documents are different from the normal
documents. The Inbox documents are displayed under the following headings –
Subject, From, Sent On, Size, Modified, Data Class, Pages, Type, Order No., To and
Attachments.
The user can sort the documents in the Inbox folder on Subject, Size, Modified,
Pages, Type, and Order No.
Fig: 1.46
3) The properties of the selected folder are shown on the Folder properties
screen. The Folder properties screen consists of two tabs – General and Data
Class.
General Data
4) The General tab page displays the Folder Name, Owner, No. of Objects, No.
of SubFolders, Created, Accessed, Modified, Rights, Enable FTS, Auto-
Versoning and Comments.
5) You may modify the name of the folder or the name of the owner or both on
the General Tab page.
Fig: 1.48
Fig: 1.49
Fig: 1.50
NOTE:
The name of the folder can only be changed by the Owner or the Supervisor.
By default the owner of the folder created is one who created it.
3) Comments can be associated with the folders, specify the comments in the
Comments textbox.
5) Click the Save button to save the changes made or click Cancel at any stage
to exit from the Folder properties screen and return to the Main screen without
saving the changes made.
At the time of creation of a folder the Enable FTS option by default remains
selected.
The Enable FTS option is applicable to folders as well as documents.
6) To see the associated data class, click Data Class tab on the Folder
properties screen. The DataClass tab page opens showing the associated
data class along with its index and index values.
You can modify the existing DataClass. To modify an existing DataClass, follow the
following trace:
1) Click the Change button on the DataClass tab page of the Folder properties
screen.
Fig: 1.54
Fig: 1.55
You can modify the index field values. To modify them, follow the following trace:
1) Enter the relevant value in the blank boxes.
2) Select the value of the index by clicking command button beside the text
box whose value you need to modify.
Fig: 1.58
5) Select the required value to change else click the Close button on the PickList
screen to return Folder properties screen.
6) The selected value is displayed in the Data Class index fields.
NOTE: The icon of the folder changes to , after dataclass is attached with the
folder.
2) Folder Sharing screen appears, click on ‘Shared’ tab. On clicking shared tab
share folders screen appears as shown
Fig: 1.63
6) Now select user from the User(s) drop-down box and click the Add User
button to specify the user to whom you want to assign the sharing.
Fig: 1.67
Fig: 1.68
Fig: 1.69
11) By default the folders have inherited rights, but you can change the rights
assigned to folders from Inherited to Private or Shared.
12) Select the rights you need to assign to Groups or Users or clear the various
options of rights assigned by default according to your need. You may select
the Groups or Users that you need to delete from the list and click the
Remove command button on the Share Folder screen. The select Group or
User is removed from the Group(s)/User(s) list.
13) Click the Modify command button to save the changes made and returns to
the Folder Information screen or you may click the Cancel button to exit from
the Share Folder screen at any stage without saving the changes made and
return to the Folder Information screen shown on the right pane of the Main
screen.
14) Click the Advanced link to specify advance-sharing rights of the folder to the
user.
15) A user is allowed to download the document only when both the print and the
copy permissions are assigned to the user.
16) A user having the print permission but not having the copy permission is not
allowed to download the document.
Fig: 1.74
18) Click the Modify command button to save the changes made and return to the
Folder Information screen or you may click the Cancel button to exit from the
Sharing Folder screen at any stage without saving the changes made and
return to the Folder Information screen shown on the right pane of the Main
screen.
2. The Search screen appears showing two tabs: Document and Folder. The
Document tab page remains open by default.
Fig: 1.77
4. The Folder tab page consists of three tabs: General, Date and DataClass,.
The General tab page remains open by default.
5. Click the button beside the ‘Search In’ list box on the Search screen to
show the list of folders present in the Cabinet on which you need to perform a
search.
6. ‘Select Folder’ window pop-ups. Select a folder from the Select Folder window
on which you need to perform a search. Click OK.
Fig: 1.81
8. You can perform search using either the General, Date, and DataClass tab
options properties of the folder such as the- Folder Name and Owner.
I. General Search
a) Click the General tab of the Folder tab page. The General tab page opens.
b) Type the folder’s name in the Folder Name text box. You can also type wild
cards instead of an entire folder name. For example, if you have to search for
the folder named -“Advertisement” then you can type a wild card such as
Adver* instead of an entire folder name.
c) Click the ellipsis button besides the ‘Owner’ textbox the Select User Window
pop-ups. Select the user name for the folder for which you need to perform a
search, in the Owner text box. Click Done.
Fig: 1.87 Folder Search Results Pane of the Folder Tab Page
Fig: 1.88
g) If you typed the wild card instead of the entire name of a folder then a list of
folders with same wild card is shown in batches on the Folder Search Result
pane. You may click the Next link on the pane to see the next batch of folders
or click the Previous link on the pane to see the preceding batch of folders.
The user can perform the search by specifying wild cards like (* and?) in the Folder
Name and Owner text boxes.
To view the contents of a folder contents shown on the Folder Search Results pane,
follow the following trace:
Fig: 1.89
i) The folder name and the documents of the selected folder are displayed on
the Folder Information pane of the Main screen.
b) Click the command button beside the ‘Select In’ text box to open the
Select Folder screen, which shows a list of folders present in the shared
cabinet.
c) Select a folder from the Select Folder screen on which you need to perform a
search based on date and click OK to return to the Search screen. You may
click Cancel if you do not wish to perform a search on a folder based on a
date.
d) You may select the Include subfolders option to perform search on all the
folders present within the folder.
e) Select the All Folders option.
f) Select For Folders and select the required option. Here searching is available
on the basis of Modified Date, Accessed Date and Created Date of the
folders.
g) Select the option During the Previous to search the folders during previous
Months/Weeks/Days.
h) Select the option Between to search the folders between the specified dates.
Fig: 1.96
d) To clear all the fields click Clear All command button. All the fields, except the
name of the cabinet and the Include Sub folder(s) options are selected.
Fig: 1.98
e) To change the search criteria keeping the pre-defined criteria, click on the
Redefine Search.
Fig: 1.101
Fig: 1.105
4. To carry out any operation, select document and select the required
operation from the document Operation section.
5. To open any folder, click on it.
6. In folder View screen left pane shows the dataclass associated with the
folder. Right pane shows the combo of documents present in folder. First
document from the list is open by default. User can select any document
from combo to view it. Image documents will open in image viewer. Other
types of document like docx, xlsx will open in native application.
Fig: 1.109
Fig: 1.110
2. When user clicks on “Save Search Condition” then a pop up opens up.
3. Enter the Search Criteria which you want to save.
4. Enter the Criterion Name.
5. Click on Save button.
6. Or, click Cancel to close the “Save Search Condition” pop up without making
any changes.
Fig: 1.113
Fig: 1.114
OR
Select a folder from the repository of OD Web Desktop screen, the folder
information appears on the Folder Information pane on the right pane of the
Web Desktop screen. Click the Move/Copy link
Fig: 1.117
Fig: 1.122
Fig: 1.123
Fig: 1.125
Fig: 1.126
OR
Login to OmniDocs web, go to repository and open any folder. Click on
Alarms/Reminders link to open the alarms/reminders screen.
3) Select the name of the user to be notified from the Notify combo-box by
clicking ellipsis button besides the Notify combo-box.
4) Click the ellipsis button beside ‘When’ textbox and select instant for alarm
Different types of document level alarms which can be set on folder are listed
below.
a) Document Uploaded – When any document will be uploaded in this folder
alarm will be generated for specified user.
b) Document Deleted – When any document will be deleted from this folder
alarm will generated for specified user.
c) Document Checked In – When any document will be checked in to this
folder alarm will be generated for specified user.
d) Document Checked Out – When any document will be checked out from
this folder alarm will be generated for specified user.
Fig: 1.131
7) To save an alarm, click the OK button, else click the Cancel button.
8) To view all the alarms on the folder, click here link on the Alarms screen.
Fig: 1.135
Fig: 1.136
Fig: 1.137
12) User can also set alarm at the cabinet level. If any alarm is set at cabinet
level all folders and sub-folders will by default inherit this alarm.
Fig: 1.138
Fig: 1.139
Fig: 1.140
Fig: 1.141
Fig: 1.142
Fig: 1.143
Fig: 1.144
Fig: 1.145
Fig: 1.146
User can view the various operations done by other users on the folders.
Action Done By
(User name)
Fields of Audit
Log
Date Time
Remarks
NOTE
Client Machine IP will be displayed in the audit trails. This will help in tracking the machine location
from which the changes has been done.
For more information on How to make a folder protected, refer to OmniDocs 8.0
Administration Manual.
Fig: 1.148
NOTE
Now once the document is downloaded to user’s local machine, the user will be able to perform only
those operations for which he/she is given rights. These rights will be driven from “IRM policy” which
was applied on parent folder of this document and whether this policy is assigned to user or not.
Fig: 1.150
Fig: 1.151
3) The Thumbnail views of all documents within a folder are displayed on the
right pane of the Main screen.
Fig: 1.153
Operations on Documents
Linking
Adding
Duplicating
Copying / Moving
Deleting
Posting
Downloading
Viewing Properties
Checking In
Checking Out
Creating Versions
Sharing
Alarms / Reminders
Printing Document(s)
Forwarding Document(s)
Options in the document toolbar are enabled/disabled depending upon the document
selected.
Fig: 1.155
4) To add more links to the document, click on the Add button. Add Links to
window gets invoked.
5) Select the folder whose document is to be linked from the left-hand side tree
view.
6) To view the next batch of folders, click the Next option
7) The sign before the Folder combo box indicates that the selected folder has
sub-folders.
8) To view the sub folders, click the sign:
9) The sub folders of the selected folder are displayed.
10) Documents of the selected folder are displayed.
11) Select the document that has to be linked.
12) To browse through the next and previous batch of folders click the Prev and
Next links on the left pane.
NOTE: For more details on linking document, please refer to the Linking Document
in Document Operations in Chapter 3 of the Reference Manual.
Fig: 1.159
3) Specify the document’s full path for adding a document in the Select File text
box. To browse for the path, click the Browse button.
Fig: 1.162
NOTE
The logged in user can also type a desired name for the document in the Document Name text box.
Fig: 1.165
Fig: 1.166
10) To add multiple documents click the Upload Multiple Documents link.
12) The added document is displayed on the right pane of the Folder Information
screen.
Fig: 1.171
14) Documents are displayed in batches. To view next batch of documents: click
the Next button.
15) The next batch of documents is displayed.
NOTE: Next button is only activated, if there are more documents in the folder.
Fig: 1.172
2) Add document screen displaying Browse and Scan File appears. By default
Browse option is selected and is enabled while at the same time Scan button
is disabled as shown.
6) To apply scanning configuration, select a data class from the Data class List.
NOTE:
In case user did not select any scanning configuration, the default scanning configuration will be
used for scanning. The name of the document will be same as scanned and is editable later.
How scanning configuration is associated to data class – REFER OD 8.0 ADMIN GUIDE.
Fig: 1.178
OR
Select a folder from the repository of MasterDesktop and click on Upload
Multiple Document link.
6) The following window appears, select the documents and click Open. User
can select multiple documents in a single browse.
7) Click “Add More Documents” button to include additional documents with the
existing documents.
8) Associate data class to the documents, select Data Class from the list shown
in the right pane of the following screen. Associating Data Class is optional.
Fig: 1.190
Fig: 1.191
Fig: 1.193
Fig: 1.194
Fig: 1.196
Fig: 1.197
Fig: 1.198
Fig: 1.199
2) A message box is invoked prompting for moving the selected document to the
Trash.
3) To move the selected document to the trash: click the OK button or else click
the Cancel button.
Fig: 1.202
Fig: 1.205
Fig: 1.206
Fig: 1.207
Fig: 1.208
The documents which are not in a Checked-out mode can only be posted.
The Supervisor or the Owner of the document can only post the document
Fig: 1.209
4. You can open the file directly from the current location, by selecting the Open
‘button’. The file is opened in its native application.
Fig: 1.212
Fig: 1.213
6. You can save the selected file into the hard disk by clicking the Save button.
Fig: 1.214
Fig: 1.216
Fig: 1.217
Fig: 1.218
Fig: 1.219
Fig: 1.220
Fig: 1.222
Fig: 1.223
Fig: 1.224
Fig: 1.225
By default the owner of the folder created is displayed in Owner text box
Fig: 1.226
Fig: 1.227
Fig: 1.228
Fig: 1.229
Fig: 1.230
Fig: 1.232
Fig: 1.233
18) Click Next link to view the next batch of index values.
Fig: 1.235
Fig: 1.236
Fig: 1.237
Fig: 1.239
Fig: 1.240
Fig: 1.241
Fig: 1.243
Fig: 1.244
Fig: 1.245
Fig: 1.247
By default the documents have inherited rights, but you can change the rights
assigned to documents from Inherited to Private or Shared.
Fig: 1.249
Fig: 1.250
Fig: 1.251
Fig: 1.252
Fig: 1.254
Fig: 1.259
Fig: 1.260
Fig: 1.261
Fig: 1.262
Fig: 1.265
Fig: 1.266
Fig: 1.268
Fig: 1.269
Fig: 1.270
Fig: 1.271
Fig: 1.272
Fig: 1.273
Fig: 1.274
Fig: 1.276
Undo checkout can be performed by the user or the supervisor who has checked out
the document irrespective of other users who have rights on the selected document.
After the document is undo checked out it becomes unlocked
Fig: 1.280
Fig: 1.281
Fig: 1.282
Fig: 1.285
10) To close the message box without deleting the version, click Cancel.
Fig: 1.286
Fig: 1.287
Fig: 1.290
Fig: 1.291
Fig: 1.292
Fig: 1.293
Fig: 1.294
Fig: 1.295
Fig: 1.296
Fig: 1.297
Fig: 1.298
1) Select any document from the list of search results, now user can perform
some operations on the searched document. To know about working of these
operations please refer to section 1.3.5 “working with documents”.
Fig: 1.299
Fig: 1.300
Fig: 1.301
Fig: 1.302
Fig: 1.303
Fig: 1.304
Fig: 1.305
Fig: 1.306
Fig: 1.307
Fig: 1.308
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Fig: 1.322
Fig: 1.323
Fig: 1.325
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Fig: 1.328
Fig: 1.330
Fig: 1.331
Fig: 1.332
Fig: 1.333
Fig: 1.334
Fig: 1.335
Fig: 1.336
To clear all the fields click Clear All button. All the fields, except the name of the
cabinet and Include Sub folder(s) options are cleared.
You can perform following actions on the document displayed in the Search Results.
1) View selected documents in document viewer, copy selected document in
another folder, move selected document in another folder, delete the selected
document, post the selected document, download the selected document,
print the selected document, view selected document properties, checkout
required document, check in required document and undo checkout the
document.
2) To view the selected document, click on it. The document is displayed in
Document Viewer
Fig: 1.337
Opertaions On
Deleted Folders
Emptying the
trash
Fig: 1.340
4) Select the folder where the deleted folder has to be moved by clicking on the
Select Folder link.
Fig: 1.343
Fig: 1.344
Fig: 1.345
Fig: 1.346
Fig: 1.348
Fig: 1.350
Fig: 1.351
The folder properties can be viewed by clicking the required folder name (hyperlink)
present in the trash folder.
Fig: 1.352
Fig: 1.353
Fig: 1.354
Fig: 1.355
Fig: 1.356
Fig: 1.357
Fig: 1.362
Fig: 1.363
Fig: 1.364
Fig: 1.367
Fig: 1.368
Note: To know in detail about Admin level, refer OmniDocs 8.0 Administration
Manual.
User Level: The modifications done at this level would be reflected in the
personal settings of the logged in user only. These modifications can be done
from the user preferences screen itself.
Modifying the Document List Sort Field and Document List Sort Order options
under the Set Preferences Header and saving the settings would set the sort
preference for the logged in user to the selected.
The Document List sort field would give the option to choose the fields on
which the user wants to sort.
Document Size
Document Type
Options Supported in
No. Of Pages
Document List Sort Field
Modified Date
Owner
Order No.
Fig: 1.371
Fig: 1.372
Fig: 1.373
Fig: 1.374
Fig: 1.375
OR
Login to OmniDocs web, go to repository and open any folder and select the
document. Click on Alarms/Reminders link to open the alarms/reminders
screen.
Fig: 1.378
4. Click the ellipsis button beside ‘When’ textbox and select instant for alarm
Different types of document level alarms which can be set on folder are listed
below.
a) Document Deleted – When any document will be deleted from this folder
alarm will generated for specified user.
b) Notes Added – When notes will be added to any document of this folder alarm
will be generated for specified user.
c) Document Moved – When any document will moved/copied to some other
location from his folder alarm will be generated for specified user.
Fig: 1.379
Fig: 1.380
Fig: 1.381
Fig: 1.382
Fig: 1.383
Fig: 1.384
Fig: 1.385
Fig: 1.386
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Fig: 1.388
Fig: 1.389
Fig: 1.390
Fig: 1.391
Fig: 1.392
Fig: 1.393
Fig: 1.394
Note
If RMS is also deployed on the Server, then some of the RMS-related operations will be available
from OD Search User Interface. For More information, refer to Chapter - 3 Easy RMS.
Click Options icon from the OmniDocs Web desktop/Master desktop. The
Options screen gets invoked. It opens with highlighted Personalize Option.
Personalize
2) Click on the Personalize tab this invokes the following dialog box.
Fig: 1.396
Fig: 1.397
Document Name
Document Size
Document Type
Options Supported in
No. Of Pages
Document List Sort Field
Modified Date
Owner
Order No.
Fig: 1.399
8) Set the preferences for the type of view you would like to see in document list
and document view screens. Also choose your preferred group to get the user
list of that group.
Fig: 1.400
Fig: 1.401
Fig: 1.402
Fig: 1.403
Fig: 1.405
Fig: 1.406
Fig: 1.407
Fig: 1.408
Fig: 1.410
Fig: 1.411
5) If you attempt to log on your OmniDocs user account using a previous expired
password, then the computer will show a message box that displays the
message, “Your password has expired. Please change your password.”
Fig: 1.412
Fig: 1.414
Fig: 1.415
Fig: 1.416
Fig: 1.417
Fig: 1.418
NOTE: The date should be in the format of the server, where OmniDocs Web is
installed and the time should be in the format of (hh:mm:ss).
Fig: 1.419
Fig: 1.420
Fig: 1.421
Fig: 1.423
Fig: 1.424
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Fig: 1.452
Fig: 1.453
Fig: 1.454
Fig: 1.455
Fig: 1.456
Fig: 1.457
Fig: 1.458
NOTE
The folders properties can only be changed if the logged-in user has their ownership and rights.
Fig: 1.459
Fig: 1.460
Fig: 1.461
NOTE
The documents properties can only be changed if the logged-in user has their ownership.
Fig: 1.463
4) The First time login feature can be used after carrying out the above steps.
5) When this feature is enabled to the OmniDocs, the users are required to
change their passwords when they login to the cabinet for the first time.
Fig: 1.467
Fig: 1.471
Fig: 1.472
3) The screen above displays the Total number of Pages in the document; select
All Pages to print or Select Page Range to print.
Fig: 1.474
Fig: 1.475
Fig: 1.476
NOTE:
An enhanced security feature is incorporated for printing and saving pdf document. Adobe
acrobat reader toolbar will be removed when any pdf document is opened from OmniDocs
application, preventing unauthorized access to the documents.
User cannot print pdf document by right clicking and using print option.
Fig: 1.477
Fig: 1.478
Fig: 1.479
Fig: 1.480
OR
In order to forward multiple documents to one or multiple users, login to OmniDocs
web, go to the repository and open any folder of it.
Select multiple documents and click on Forward.
Fig: 1.482
In order to enable Bcc and Show Attachment textboxes, check-in to their respective
Checkboxes as shown
Bcc: Mark a copy to undisclosed recipient
Attach: Display the attached content
Fig: 1.486
Fig: 1.487
Fig: 1.489
Fig: 1.490
Fig: 1.491
The user can view both image and non-image documents in the Newgen OmniDocs
Web application. The document properties, notes, and annotations attached with the
document are also displayed in this application.
NOTE: The annotations applied on the image document through the OmniDocs
Desktop are also visible in the OmniDocs Web.
Fig: 2.1
The General: The General displays the General Properties of the selected
document such as the name of the document, the type, number of pages, the
size, modification date, the owner of the document, and keywords associated
with the document.
Fig: 2.5
Fig: 2.6
Applet Toolbar
The various types of Applet toolbars are as follows:
Enable Dragging button disables the drawing annotation toolbars, and helps in
moving annotations anywhere on the opened document.
Enable Dragging is a toggle toolbar which changes to button (Enable annotation
Drawing).
Prints the displayed annotation. When this icon is clicked, a Print dialog box gets
invoked.
Fig: 2.8
Fig: 2.9
Fig: 2.10
Fig: 2.11
Fig: 2.12
Fig: 2.13
You can notice the user name who has applied the annotation, date and time of
annotation applied on the left-hand side in the top of the document page.
Fig: 2.14
Fig: 2.16
Fig: 2.17
2) To increase the size of the document keep on clicking the Zoom In button till
the required size is achieved.
Fig: 2.19
3) To reduce the size of the document keep on clicking the Zoom Out button till
the required size is achieved.
Fig: 2.24
Fig: 2.26
Fig: 2.28
Fig: 2.29
The annotation toolbars, such as, Solid Line Drawing, Dashed Line Drawing,
Leading Arrow line drawing, Trailing Arrow line drawing, Double Arrow line drawing,
Rectangle drawing, Solid Rectangle drawing, Ellipse drawing, Solid Ellipse drawing,
Wipe out drawing, High light drawing, Insert Text buttons are enabled only if the
Enable Annotation Drawing button is clicked.
Save Annotations button saves the annotations applied by the user on the
current document.
Fig: 2.35
Fig: 2.36
Select the width of the line from the Pen Thickness combo box
Select the color from the different colors displayed.
Fig: 2.39
Fig: 2.41
Fig: 2.43
Fig: 2.45
Fig: 2.47
Fig: 2.48
Fig: 2.49
Fig: 2.51
Fig: 2.53
Fig: 2.55
Fig: 2.57
Fig: 2.60
Fig: 2.62
Fig: 2.64
Click on the document. A Note Dialog box opens. Write the note, and click OK
to save it. Or, click Cancel to close the dialog box, without making any
changes.
Fig: 2.69
Fig: 2.70
To allot rights on different annotation groups, the user must have the privilege of
Assign Rights which is set from the OmniDocs Administration.
To assign rights on annotation groups, the user should either be a supervisor/owner
of the document, or should have Modify rights on the document.
This command button is again a toggle between Save button and Secure
button. Secure button allows assigning rights on the Notes in order to secure
the attached notes with document. Save button allows saving the note along
with the specified rights.
To browse the next and previous notes attached to a document, click the
respective arrows.
Fig: 2.77
Only .tif files are allowed to be registered for stamping in the document.
Fig: 2.80
Fig: 2.81
Fig: 2.82
Fig: 2.83
Text stamps can also be applied to the image document by executing the same
sequence of above steps
Full View
Download
Forward
Check Out
Initiate
Properties
Alarms
Save
Help
Cover Page
Fig: 2.85
Fig: 2.91
Fig: 2.92
Fig: 2.96
c) To link document(s) to this document, click Add. The Add Links window
appears.
d) Select the document(s) you need to link with this document and then click
on Link button.
Fig: 2.99
c) After clicking OK button, the Check Out screen pops-up. To close the Check
Out Document screen: Click Close.
Fig: 2.102
Fig: 2.104
Fig: 2.105
Fig: 2.107
Fig: 2.108
8) Help:
a) Help button invokes the help.
Menu Bar
File Menu
Edit Menu
Zoom Menu
Transform Menu
Annotate Menu
Fig: 2.111
Fig: 2.113
Fig: 2.114
2.5.1 Zoom In
To increase the size of the selected document, Click Zoom menu, and then click
Zoom In.
Fig: 2.115
Fig: 2.116
Fig: 2.117
3) Enter the required annotation group in which the annotations will get saved.
4) Click OK to save the changes made and to exit from the Add Annotation
Group dialog box, else click Cancel.
The Delete Group option is not available for users having view rights for the specific
group. After the group is deleted all annotations present within the group also get
deleted
3) Select the required annotation group that needs to be deleted.
4) Click OK to delete the selected annotation group else click Cancel.
Fig: 2.119
Clicking on Select Group option, the Select Annotation Group window appears.
A ‘File Download’ dialog box appears. Click ‘Open’ tab to open document in
its native application, Click the ‘ Save’ tab to save the document and click
‘Cancel’ tab to close the dialog box without saving and opening the document.
Click Open tab in the following dialog box.
Fig: 2.126
Zoom Options
Fit to Width option enables to display the image without the horizontal scroll bar.
Fit to Height option enables to display the image without the vertical scroll bar.
Fit to Page option enables to display the image without the horizontal and vertical
scroll bars.
Scan DPI enables to display the image at the DPI on which it was scanned.
Full text search is a very powerful feature for retrieving documents. It is performed by
specifying a word within the document body to search for. All the documents that
contain that text are obtained. It is very useful in situations where the user is looking
for all the documents that pertain to some particular subject and are present in
different locations.
Fig: 2.127
Fig: 2.128
The user specifies search criteria for full text search, the documents are searched
based on this criteria and the resultant document list is then displayed to the user.
The user can then view any of those documents.
The first objective is to provide the user a mean to identify the exact location where
those words are present so that he does not have to look for them in the document.
We can do this by highlighting the searched words in the document. So whenever
the user views the document retrieved as a result of FTS, the document will be
displayed with the word on which search was done, coming highlighted, at all the
places where the word is present in the document.
The word may be present at multiple locations in the same page or in case of multi-
page document it may be present in different pages.
The second objective for the case of multi-page document is to allow him to navigate
to the next or previous page that contains that word.
We can do this by providing four toolbar buttons. Two for moving to the next or
previous location of the word in the same page and two for moving to the next or
previous page
User can even carry out the full text search using the OD Web Desktop. This they
can carry out by following the given steps:-
1) Select the Search option in OD Web Desktop home page.
2) In the Search Option, select Full Text Search.
3) Following page appears:
Fig: 2.130
2.10.2 Ranking
When we search a document through full text search in search results we are
provided a column called rank in it. The rank indicates the frequency of no of
occurrences of the searched word, for e.g. if the rank for a document “A” is 10 and
the rank for a document “B” is 15 then it indicates the frequency of occurrence of
searched word is more in the document having rank as 15.
NOTE: The annotations applied on the image document through the OmniDocs
Desktop are also visible in the OmniDocs Web
Fig: 3.1
The General: The General displays the General Properties of the selected
document such as the name of the document, the type, number of pages, the
size, modification date, the owner of the document, and keywords associated
with the document.
Fig: 3.5
Fig: 3.6
OpAll Toolbar
The various types of OpAll toolbars are as follows:
Enable Dragging button disables the drawing annotation toolbars, and helps in
moving annotations anywhere on the opened document.
Enable Dragging is a toggle toolbar which changes to button (Enable annotation
Drawing).
Prints the displayed annotation. When this icon is clicked, a Print dialog box gets
invoked.
Fig: 3.8
Fig: 3.9
Fig: 3.10
Fig: 3.11
Fig: 3.12
Fig: 3.13
You can notice the user name who has applied the annotation, date and time of
annotation applied on the left-hand side in the top of the document page.
Fig: 3.14
Fig: 3.16
Fig: 3.17
3. To increase the size of the document keep on clicking the Zoom In button till
the required size is achieved.
Fig: 3.19
3. To reduce the size of the document keep on clicking the Zoom Out button till
the required size is achieved.
Fig: 3.24
Fig: 3.26
Fig: 3.28
Fig: 3.29
The annotation toolbars, such as, Solid Line Drawing, Dashed Line Drawing,
Leading Arrow line drawing, Trailing Arrow line drawing, Double Arrow line drawing,
Rectangle drawing, Solid Rectangle drawing, Ellipse drawing, Solid Ellipse drawing,
Wipe out drawing, High light drawing, Insert Text buttons are enabled only if the
Enable Annotation Drawing button is clicked.
Save Annotations button saves the annotations applied by the user on the
current document.
Fig: 3.35
Fig: 3.36
Select the width of the line from the Pen Thickness combo box
Select the color from the different colors displayed.
Fig: 3.39
Fig: 3.41
Fig: 3.43
Fig: 3.45
Fig: 3.47
Fig: 3.48
Fig: 3.49
Fig: 3.51
Fig: 3.53
Fig: 3.55
Fig: 3.57
Fig: 3.60
Fig: 3.62
Fig: 3.64
Click on the document. A Note Dialog box opens. Write the note, and click OK
to save it. Or, click Cancel to close the dialog box, without making any
changes.
Fig: 3.68
Fig: 3.69
To allot rights on different annotation groups, the user must have the privilege of
Assign Rights which is set from the OmniDocs Administration.
To assign rights on annotation groups, the user should either be a supervisor/owner
of the document, or should have Modify rights on the document.
This command button is again a toggle between Save button and Secure
button. Secure button allows assigning rights on the Notes in order to secure
the attached notes with document. Save button allows saving the note along
with the specified rights.
To browse the next and previous notes attached to a document, click the
respective arrows.
Fig: 3.76
Only .tif files are allowed to be registered for stamping in the document.
Fig: 3.79
Fig: 3.80
Fig: 3.81
Fig: 3.82
Text stamps can also be applied to the image document by executing the same
sequence of above steps.
Full View
Download
Forward
Check Out
Initiate
Properties
Alarms
Save
Help
Cover Page
Fig: 3.84
c) You can open the file directly from the current location, by selecting the
concerned option; the file is opened in its native application. If native
application is not installed on the system, then Open With dialog box is
invoked to launch the document in the application selected by the user.
Fig: 3.89
Fig: 3.90
e) You can save the selected file into the hard disk by clicking the concerned
option.
Fig: 3.91
Fig: 3.92
g) Select the path where you want to save the file from the Save in combo box.
The list of all the files of the selected path is displayed Specify the File Name
of the selected file in the File Name textbox.
Fig: 3.94
Fig: 3.97
Fig: 3.99
Fig: 3.100
Fig: 3.101
Fig: 3.104
Fig: 3.106
Fig: 3.107
Fig: 3.109
Fig: 3.110
8) Help:
a) Help button invokes the help.
Menu Bar
File Menu
Edit Menu
Zoom Menu
Transform Menu
Annotate Menu
Fig: 3.113
Fig: 3.115
Fig: 3.116
3.5.1 Zoom In
To increase the size of the selected document, Click Zoom menu, and then click
Zoom In.
Fig: 3.117
Fig: 3.118
Fig: 3.119
3) Enter the required annotation group in which the annotations will get saved.
4) Click OK to save the changes made and to exit from the Add Annotation Group
dialog box, else click Cancel.
The Delete Group option is not available for users having view rights for the specific
group. After the group is deleted all annotations present within the group also get
deleted
3) Select the required annotation group that needs to be deleted.
4) Click OK to delete the selected annotation group else click Cancel.
Fig: 3.121
Clicking on Select Group option, the Select Annotation Group window appears.
A ‘File Download’ dialog box appears. Click ‘Open’ tab to open document in
its native application, Click the ‘ Save’ tab to save the document and click
‘Cancel’ tab to close the dialog box without saving and opening the document.
Click Open tab in the following dialog box.
Fig: 3.128
Zoom Options
Fit to Width option enables to display the image without the horizontal scroll bar.
Fit to Height option enables to display the image without the vertical scroll bar.
Fit to Page option enables to display the image without the horizontal and vertical
scroll bars.
Scan DPI enables to display the image at the DPI on which it was scanned.
Full text search is a very powerful feature for retrieving documents. It is performed by
specifying a word within the document body to search for. All the documents that
contain that text are obtained. It is very useful in situations where the user is looking
for all the documents that pertain to some particular subject and are present in
different locations.
Fig: 3.129
Fig: 3.130
The user specifies search criteria for full text search, the documents are searched
based on this criteria and the resultant document list is then displayed to the user.
The user can then view any of those documents.
The first objective is to provide the user a mean to identify the exact location where
those words are present so that he does not have to look for them in the document.
We can do this by highlighting the searched words in the document. So whenever
the user views the document retrieved as a result of FTS, the document will be
displayed with the word on which search was done, coming highlighted, at all the
places where the word is present in the document.
The word may be present at multiple locations in the same page or in case of multi-
page document it may be present in different pages.
The second objective for the case of multi-page document is to allow him to navigate
to the next or previous page that contains that word.
We can do this by providing four toolbar buttons. Two for moving to the next or
previous location of the word in the same page and two for moving to the next or
previous page
User can even carry out the full text search using the OD Web Desktop. This they
can carry out by following the given steps:
1) Select the Search option in OD Web Desktop home page.
2) In the Search Option, select Full Text Search.
3) Following page appears:
Fig: 3.132
3.10.2 Ranking
When we search a document through full text search in search results we are
provided a column called rank in it. The rank indicates the frequency of no of
occurrences of the searched word, for e.g. if the rank for a document “A” is 10 and
the rank for a document “B” is 15 then it indicates the frequency of occurrence of
searched word is more in the document having rank as 15.
Easy RMS
If RMS is also deployed on the Server, then some of the RMS-related operations will
be available from OD Search User Interface. Now, Document Search functionality
fetches both normal documents as well as document associated with records.
Integration of RMS with the OmniDocs also allows users to move Document(s) from
OmniDocs to the RMS and store it in the RMS. Users can also file Document(s) as
record(s) in RMS and create reference(s) for it in the OmniDocs.
To move a Document from the OmniDocs to RMS:
1. Select Documents from the folder in the OmniDocs screen by selecting the
checkbox against it.
Note
Document Operations is visible after selecting only Normal Documents.
2. From the Document Operation list, click “Assign to Fileplan” link to open the
Assign to File Plan window. This window enables user to specify various properties
of the Document and move it to RMS with the specified set of properties. The
following figure shows the Assign to File Plan window:
To Request Records:
1. Search the Record.
2. From the Searched Record List, select the required Records.
Note
Save Report and Request Properties are visible when Record Documents are selected.
Multiple Records can be selected “To Request Records”.
3. Click on the Request.
6. After entering the details, click on Generate Request to generate the request
for the selected Records.
To View a Document/Record:
1. Search the Document/Record.
2. From the Searched Document/Record List, double-click the required
Document/Record.
3. Dialog Box showing the view of the Document/Record opens.
Note
MIXED CONTENT i.e. document and records cannot be selected at the same time.
In case you have already selected a record, and going to select a document, then the Mixed Content
Warning message appears.
Similarly, in case you have already selected a document, and going to select a record, the Mixed
Content Warning message will appear.
OmniProcess
OmniProcess is used in case of distributed scanning and centralized processing of
files wherein files constitutes documents for a business object like credit card
application, Loan Application, Insurance Policy, etc. The documents of a file are
uploaded through OmniScan in the first-look folder of a branch or a user and then
checker accepts/rejects a file by updating the file status and accepted files are then
available for access.
It provides a maker-checker scenario that allows creation of file, uploaded through
OmniScan with minimal indexing by the maker and QC, verification and processing
by the checker.
Features of OmniProcess:
Users can set their preferences like dataclass indexes to be displayed in the
search result list.
If file is in use, no other user can use that file unless it gets free from the first
user.
Note:
For Configuring OmniProcess, refer to OmniDocs 8.1 Administration Manual.
It allows users to add files at the desired destination folder, index them, and add
documents to them.
screen appears where the user can enter the datafield values and add documents to
the file.
Process File
This is used to search and file business folders into a specified location.
To search folders, enter the following details:
a. Search in: Select the cabinet where you need to perform the searching.
b. Name: Provide the name of the search to be performed.
c. Date of Folder Modification: Specify the date when the folder was modified.
d. Select DataClass from the drop-down list.
e. Click Search to search the folder(s). The searched folders appears as follows:
g.The attached documents in the selected folder appear under the Document List
with details like Document Creation Date. Here, user can individually reject the
document(s) by clicking on <Reject> link. Or can accept or reject the entire folder by
clicking on Accept or Reject links on the top-right section.
-B-
Batch Size Batch Size implies a user-specified number for
displaying documents, sub folders, keywords, or index
values in a batch. The batch size can be specified in
the ‘BatchSize.ini’ file present in the application path.
-C-
Comments Displays the comments associated with folders and
documents
Connect to a Cabinet Establishes the connection to the registered cabinet
-D-
Data Class The user-defined information associated with the
documents or folders. It contains fields or indexes.
Disconnecting Cabinet Disconnects the user from a cabinet already
connected to.
Document An image or non-image file that is stored in the folders
of the OmniDocs Web cabinets.
Duplicate Creates a copy of a document and data associated
with it to a new document in same folder.
-E-
Empty Trash Permanently deletes documents and folders lying in
the Trash folder.
-F-
Folder Repository for storing the documents under them. The user
can create the folders under a cabinet or other folder.
Fit to Width Fit to width option enables viewing the entire document
without the horizontal scrollbar. The document image
will adjust within the width of the window.
Fit to Page Fit to page option enables you to see the entire page
layout of the document. It is helpful to see the preview
before taking a printout of any document.
Fit to Height Fit to height option enables to adjust the document
within the height of the window.
Free Zoom Free Zoom option enables you to increase or decrease
-G-
Global Index Global indexes are user-defined fields that can be
associated with any document. They facilitate
in search of documents across the cabinet.
Group The users are clubbed together as a Group.
-I-
Image Documents A duplicate representation of a paper-based document
stored as TIF file. Other image file formats are GIF,
JPG, PCX, DCX etc.
Inbox A system-defined folder in the Shared cabinet that
stores all the incoming posted documents.
-K-
Keyword Pointers associated with the documents for later
reference, and for search purpose.
-L-
Linked Documents Linking related documents together, which helps in
quick referencing.
-M-
Move Moves a document in any other specified folder.
-N-
Non-Image Documents Generally, word-processed documents, presentations,
spread sheets etc. These may be Windows™ based
application documents.
-O-
Objects Cabinet, folder, document, user, and group are
referred as object in the OmniDocs Web.
OpAll Viewer A highly advanced, lightweight HTML5 viewer, which
like a document viewer provides the functionality of
viewing document images of various industry standard
formats in different view modes. The HTML5 Viewer
allows viewing and editing of plain as well as
annotated images in file formats, viz. TIFF, BMP, GIF,
JPEG and HTML documents.
-P-
Page A single image forming part of a document
Password A keyword used for identification in the login session of
Newgen OmniDocs Web.
Preferences Enables the user to set specific parameters for
customizing the view in the Document Viewer. It is
mainly for MS Word, MS Excel, MS Power Point and
Adobe Acrobat Reader and is applicable for Internet
Explorer 5.0 or higher.
Point Zoom Point Zoom option enables you to magnify the
specified area of a document. You can point at a
specified area of a document and magnify the selected
portion. This option is useful to view the minute details
of documents
-R-
-T-
Trash A system-defined folder in which deleted
documents/folders are lying.
-U-
User To access the shared cabinets, you should be a user
of that cabinet. These users can access the cabinet
depending upon the rights assigned to them.
-V-
Versions Saving the document revisions as a separate version
of the document. There is an option to view various
versions of a document.
-Z-
Zoom Enlarges or reduces the viewable size of a document
as a percentage of its normal size.