Using DocuNECT Web

User Help Home

This site provides information on how to navigate the DocuNECT Web capture application.


Accessing the Application

To access the application you will need the URL from your system administrator. The previous version of DocuNECT (v4.1) web allowed for the system code (identifies DocuNECT repository) to be entered on the login page. DocuNECT Web v4.2 identifies the repository in the URL. For example, if your system code was Production, your URL would be

http://<servername>/DocuNECTWeb/Production

You will need the following information to login:

Information Description
Authentication DocuNECT can use either Windows authentication (the user you use to log into your computer), or DocuNECT own security model. Note, all hosted customers will need to select the DocuNECT authentication type.
Username Your DocuNECT username, please contact your system administrator for more information.
Password Your DocuNECT password, please contact your system administrator for more information. This will not be defaulted for security reasons.
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Forgot Your Password?

You can reset your password by clicking on the Reset Password link on the login page. You will be prompted to re-enter your username:

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An email will then be sent to the email address associated with the username.

Navigation Using Tabs

Your user profile is assigned to a role within the application. The permission assigned to the role determine which tabs (or functionality) you have access to. The example below shows a typical document management role with access to the Home, Data, Inbox, Upload Documents and Generate Barcodes.

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Using the Inbox

DocuNECT often has a large number of documents going through its capture lifecycle process, which presents a challenge in tracking the groups of document from different sources with different indexing requirements. DocuNECT does this by grouping documents together in batches. At the time of capture, whether documents are being uploaded by a user, captured from a multi-function device, or one of desktop applications the documents are group together as a batch. Documents travel through the lifecycle together to maintain consistency. As the batch travels through the lifecycle it is given a status at each stage to track the progress.

  • When documents are captured the batch is given a status of Created.
  • When documents are indexed the batch is given a status of Indexed.
  • When documents are distributed the batch is given a status of Distributed.

Batch Management

Clicking on the Inbox tab will display the batch manager. The batch manager allows you to drill down to the batches by cabinet. The cabinet summarizes how many batches there are in total, and how many batches there are assigned to you.

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When you click on the cabinet the batches are displayed. There could be a large number of batches going through the system so the application allows you to filter the batches. By default the filter is set to (needs indexing) which displays the batches that need to be worked on. The filter in the following screenshot has been changed to display (all) batches to demonstrate batches in a different stage. The Copy Link button allows a URL link to the batch to be copied into another application, or emailed to another user.

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Batch and Document Information

Clicking on a batch will display the properties of a batch. In addition to the batch status, other useful information is also stored against the batch and documents including who created the batch and when it was created. DocuNECT also stores whether the batch is currently being indexed by another user, which is indicated by the Locked By field. A "-" indicates that the batch is not locked and can be indexed. If the batch is locked then the name of the user currently indexing the batch is displayed.

For each document DocuNECT stores the business information as defined by the cabinet. In the example below this information consists of Invoice No, Vendor Name, Invoice Amount etc. In addition, the system tracks whether the individual document has been indexed, who indexed it and when, the history also keeps track of all changes that were made during the lifecycle.

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Indexing vs. Verification

If all the documents are being indexed for the first time then they need to go through the indexing process. Once indexed they can be verified to confirm the indexing information has been entered correctly. Verification is also used if automatic data extraction rules have been applied. Indexing and verification use the same interface, but represents a different stage in the batch lifecycle. You can verify an individual document, or verify the whole batch.

Indexing/Verifying a Batch

The following screenshot shows a batch verification as a subset of information has been pre-populated automatically using data extraction rules. DocuNECT has a built in view for image based document, review the Document Formats page for documents formats supported by the viewer.

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The navigation at the top right allows you to jump to specific documents, cancel or finish the indexing/verification process.

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The document navigation buttons under the index fields provide some additional functionality.

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Button Function
Next Saves the indexes and goes to the next document.
Escalate If there is a problem with the document, or a question arises during the indexing process, you can escalate the document.
Apply Saves the indexes but does not go to the next document.
Revert Revert back to the values that were applied to the document before you started indexing.
Clear All Clears all values.

Escalating a Document

If there is a problem with the document, or a question arises during the indexing process, you can escalate the document. There are two types of escalation:

1) Send a message only. This does not move the document from the batch but allows an email message to be sent to one or more recipients of the escalation.

2) Send a message, and move the document to an Error batch. This moves the document to an error batch and sends the recipients of the escalation an email message.

Pressing the To, or Cc button allows the recipients to be selected. Only users that have the rights to assist with the escalation are available for selection.

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