Using Desktop Capture in v4.5

Using DocuNECT v4.5



Using Desktop Capture for the First Time

Once installed, the Desktop Capture application needs to be connected to the target DocuNECT document management system.

1. Open the Desktop Capture application from the following program group.

2. Select the Account menu option from the Tools menu as shown below

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3. Press the Add button:

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4. Enter the following information:

Field Description
Name Name of the account for reference purposes.
Address Address of the DocuNECT Server.

Note: If you are using Portford's hosting system then the address will be the following:

https://hosting.portfordservices.com/docunectweb/<Your System Code>services/main.asmx

System Code The System Code of your DocuNECT database. Contact your system administrator for more information.
Username Your DocuNECT Username.
Password Your DocuNECT Password.

5. If you have more than one account, or are uploading to more than one DocuNECT database then you can add multiple accounts and use the Set As Default button to set the account as the default account.


Navigating Desktop Capture

Once installed, the Desktop Capture application can be used. On installation the Desktop Capture application will become the default application for viewing TIFF files. On double-clicking on a TIFF file from Windows Explorer or an email will automatically display the TIFF ready for indexing.

Navigating the Desktop Capture Application

Open the Desktop Capture application by navigating to Programs > DocuNECT > Desktop Capture. On opening the application the following main screen will be displayed:

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Note: Users need to be members of a group that has the Upload Document privilege in order to use the DocuNECT Desktop Capture.

Desktop Capture Menus

This section provides an overview of the main menu structure:

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Menu Item Menu Item Description
File > Exit Exits appication.
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Menu Item Menu Item Description
View > Drop Zone Shows the file drop zone, for dragging and dropping files from Microsoft Outlook or Windows Explorer.
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Menu Item Menu Item Description
Tools > Accounts Manage accounts and target DocuNECT repository information.
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Menu Item Menu Item Description
Help > About Displays application information.

The Desktop Capture Toolbar

The following table provides an overview of the main toolbar structure:

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Toolbar Button Description
9-1.gif Displays the desktop.
9-2.gif Displays the My Documents folder.
9-3.gif Displays the root of the hard disks. If your computer has multiple drives then an icon will be displayed for each drive with the assigned letter.
9-4.gif Displays the contents of the CD-ROM drive.
9-5.gif Displays the root of the network mapped drives. If your computer has multiple mapped drives then an icon will be displayed for each drive with the assigned letter.
9-6.gif Access your computer’s attached network.
9-7.gif Start the indexing the selected files.

Using the Desktop Capture

This main application provides an interface to search for documents to index and upload to a document management system for later retrieval. This application works the same way as Windows Explorer. Click on a drive at the top and then double-click on one of the folder to view the contents:

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The application supports the viewing of Adobe PDF, Microsoft Office, Text and HTML, TIFF, BMP, JPG and GIF files.

If an unsupported file is selected, the application will just display the file information. It can, however, still be indexed and uploaded. In the example below, selected is an unsupported .exe file.

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Viewing and Splitting TIFF Files

The application has a built in viewer for TIFF files:

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Document Indexing

Selected documents are displayed in a list ready for indexing:

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There are three main sections to the indexing interface:

1. Capture - Allows the account (and target DocuNECT repository), and capture definition to be selected.
2. Documents - Displays the list of selected documents. Clicking on each document will display it.
3. Index Values - Indexes associated with the selected document.

If you are indexing a TIFF file, then in addition to the viewing options, there are also options to rotate or split the TIFF file into another document.

Image Button Description
15-1.gif Position the thumbnails and image.
15-2.gif Select the size of the thumbnails.
15-3.gif Select image size.
15-4.gif Image zoom.
15-5.gif Select next and previous page.
15-7.gif Split document. Highlight the thumbnails you wish to split into a separate document and then press the split document button. This will create another document in the ad-hoc batch with the selected pages.

If there is a validation rule that has been applied to the index value then a 16.gif will be displayed until the validation rule has been met.

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Windows Explorer Integration

From within Microsoft Windows Explorer, select the files you wish to submit for indexing, click on the right-hand mouse click and select Send To > Desktop Capture:

The following table provides an overview of the TIFF viewing toolbar structure:

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The documents will then be created in an ad-hoc batch ready for document indexing:

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Using the Drop Zone

Documents can also be dragged for indexing by using the Drop Zone. Open the Desktop Capture application and enable the Drop Zone under the Indexing menu. A translucent drop zone will then be displayed:

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The zone will always stay on top of any Windows application. You can then drag and drop document from Windows Explorer or Microsoft Outlook. If you drag and drop email from Outlook then the text of the email and all attachments will be displayed in an ad-hoc batch ready for indexing.