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Version 1.4


WebView

Users Guide

 

Table of Contents

 

Chapter 1 Introduction

Welcome

Terms

The System Administrator

DocSTAR WebView Main Window

Command Buttons

Log On Window

Chapter 2 Retrieving Documents

Retrieve Window

Narrowing Scope

Field-Based Retrieval

Text-Based Retrieval (Words or Phrases)

Results Window

Browse Button (Using Folders)

Folder Basics

Using Browse

Chapter 3 Viewing Documents

View Window

Controls

Image Display

Toolbars

DocSTAR WebView Error Messages

 

Chapter 1 Introduction

Welcome

Welcome to DocSTAR, the electronic filing system people want to use. DocSTAR stands for “DOCument STorage And Retrieval”, and that is exactly what it does. The DocSTAR WebView product makes DocSTAR documents available to users with a standard Internet Browser software.

This chapter will explain some fundamental terms and introduce the DocSTAR WebView Main Window. Most of the remaining chapters in this Users’ Guide will detail specific functions within DocSTAR WebView. Information on system setup and maintenance functions, which are not needed by most users, has been collected in the Administrators’ Guide.

Terms

DocSTAR uses many of the same terms that are applied to paper documents. For clarity, each of these terms is used consistently and with very specific meaning within DocSTAR.

Term

Explanation

Page A page is a single image obtained from the scan of either the front or back of a piece of paper.  Thus, two sides of one piece of paper are really two pages.
Document A document can be a single page or a tightly bound collection of pages, which are stored and retrieved as a unit.  Think of a document as a stapled group of pages.  In DocSTAR, documents can be split or merged, just as staples can be removed or added, but this isn’t as convenient as adding to or removing from a folder.
Folder DocSTAR folders are like manila folders.  Collections of documents can be stored in folders.  Folders can be retrieved as a unit, but documents can be added to or retrieved from folders individually, too.  Use of folders is optional; documents that aren’t in any folders can still be retrieved.  
File (verb) The process of assigning a title or other key information to documents and/or placing them into appropriate folders is referred to as filing within DocSTAR.  Some people think of this as “indexing” documents.  

File (noun)

Filename

Path

 

DocSTAR doesn’t use the word “file” as a noun as in, “Please bring me the Jones file.”  This is to avoid confusion with computer files, such as “C:\WINDOWS\MYFILE.INI”.  Computer files and paths are generally referred to only during setup and configuration procedures and for special operations like exporting and importing.  DocSTAR organizes all document and page information automatically, so you don’t have to specify path or file names.
Title Each document and folder is given a title (name) by which it can be retrieved.  Titles are assigned automatically to documents when they are scanned, but more meaningful titles will generally be applied while filing.

The System Administrator

A “System Administrator” will be referenced in many places within DocSTAR and this manual. This is a person within your organization who has been granted specific rights and responsibilities for DocSTAR. These include establishing the list of users and their rights, as well as system configuration.

DocSTAR WebView Main Window

To access the DocSTAR WebView main window, run your Internet Browser and enter the address or URL for the DocSTAR WebView. For example, <http://www.docstar.com/dsweb>. You will see the DocSTAR WebView main window appear.

DocSTAR WebView has several different windows, but the Main window is always the first one opened and should be the last one closed

Command Buttons

Along the left side of this window are the following main command buttons.

Button

Action

Retrieve

Opens the Retrieve window, from which documents and folders are viewed, accessed, printed, etc. 

Log On

Allows a user to identify him/herself to gain access to secure documents or features. Prior to logging in, a user is identified as “GUEST” and may have limited rights. The System Administrator logs on using the name, “ADMIN”. 

Help

Activates DocSTAR WebView’s online help.

Log On Window

To gain access to documents which have been classified, use the WebView Log On Window. Enter the user name and password given to you by the DocSTAR Administrator. You will remain logged in as this user until you click the logout button or exit your Internet Browser.

 

Chapter 2 Retrieving Documents

Retrieve Window

The Retrieve window allows you to specify what documents you want to retrieve. It contains three sections for specifying what is to be retrieved, each of which is described below. After you have entered your criteria, click on the Search button.

Narrowing Scope

It is possible to look through all documents and folders at once, and it is possible to narrow a search. The Search For section of this window is where the scope of the search is defined.

Documents, Folders, or Both

These option buttons let you choose to retrieve only documents, folders, or both. Choose Folders Only when you’ve used the folder-based filing method and you are looking specifically for a folder by its title or keywords. Choose Documents Only to retrieve documents filed by fields and/or text. Or, choose Both when you aren’t sure what you are looking for or how it might have been filed.

Field-Based Retrieval

Documents or folders can be retrieved by specifying data contained in their title, keywords, or other fields in the Fields Retrieval section of the Retrieve window.

Five rows of search criteria can be entered. Only documents and/or folders meeting the criterion in every row will be retrieved. The following is specified for each row.

Field

A custom field or standard field can be specified in each row. The meaning of any custom field is entirely defined by your filing scheme. Here is a description of each standard field.

Field

Description

Title

Contains forty characters, set automatically during scanning, but typically reset during filing.

Pages

The number of pages in a document.

Created

The date a document was scanned in or imported, or the date a folder was created.

Modified

The last date any changes were made to a document or folder, including a change to title, keywords, text, annotation, custom fields, or page rotation

Accessed

The last date a document or folder was viewed, printed, or opened.

Class

The security classification of a document or folder.

Volume

Specify a volume to look only for documents stored on a specific archive volume.

Comparison Operators

A comparison operator must be specified in each row for which a field has been specified. The choices of comparison operator vary depending on the field type; there are specific operators for dates, numbers, and text.

Value

Most of the operators require that a value be specified. For instance, if you choose the field, TITLE, and the operator, CONTAINS, you need to specify the text that the title should contain. The value must be the correct data type for the field you’ve selected. Some operators (like TODAY) do not require or allow a value to be specified.

Text-Based Retrieval (Words or Phrases)

The last section of the Retrieve window is for text-based retrieval. Text-based searching provides a fast and simple way to retrieve documents or folders just by typing a word or phrase without regard to what field it has been placed in. Thus, just type a PO number, customer name, or item number that may have appeared on a purchase order to find that purchase order.

Note: The search text is not case-sensitive; typing “Cathy” or “cathy” returns the same documents.

Text vs. Fields

Either text or field retrieval can be used to find a document based on data in its title, keywords, or other fields. So, which should you use? Field searches are best when the word, phrase, or number you are looking for is fairly common and you only want documents for which it appears within a specific field. For instance, if you want a document filed with a custom field called purchase order equal to 117, then use a field search: “purchase order = 117”. A text search for “117” would produce any documents in which “117” appears in the title, keywords, document text, or any other field.

Searching for Phrases

A phrase is a collection of words appearing together such as "Abraham Lincoln" or "Invoice 452". A phrase will "match" the same collection of words appearing consecutively in a document as long as the words are separated only by white space (any number of spaces, line breaks, or page breaks). So "Invoice 452" would match:

Invoice

452

or:

Invoice

452

but not:

Date

Invoice

9/30/2000

452

because the date "9/30/2000" appears between "Invoice" and "452".

Searching for Numbers

Numbers are also treated as “words” and can be searched using formats like 45.0 or -19 or $7,995 or $7,995.00. Common characters that accompany numbers such as dollar signs and commas are ignored, so searching for 7995 will find $7,995 or $7,995.00. Decimal points are treated as a word separator, but can be included in a search phrase. For example searching for 7995.00 will find 7995.00 as well as 7995 00.

Also, when searching for a number, a range comparison can be performed with the following:

1900~~2000

This will match any number between and including 1,900 and 2,000.

Advanced Text Search

Don’t get scared. Typical DocSTAR users never use most of these capabilities. However they are here for applications (eg. litigation support) where DocSTAR can be used to sift through great volumes of text to locate specific documents.

Connecting Words/Phrases

Up to four rows of text (each containing a word, number, or phrase) can be used in a text search. Each row is joined by a “Connector” located on the left side of the Text Retrieval section of the Retrieve tab. The following connectors are available:

AND

Only documents that contain both words/phrases will be retrieved. The words may appear anywhere in the document text, keywords, title, or fields. Using AND will narrow your results.

OR

Use "OR" to retrieve documents that contain either or both words/phrases anywhere within the document text, keywords, etc.. Using OR will broaden your results.

WITHIN

"Within" searches for two words that appear within a specified proximity to each other. It is similar to the AND option, but it further narrows the search in that the document must contain both words within a specified number of words. Enter the number in the small box that follows the word WITHIN.

NOT

This isn’t actually a “connector”. Instead, the word "NOT" can be typed in front of a word or phrase. For example, "NOT used" will match any documents that do not contain the word "used". NOT will generally be combined with AND to narrow a search as in:

Cars AND NOT used

This will find any documents that contain the word "cars" but not the word "used".

Order of Precedence

A really intricate search using three or more phrases will have two or more operators. Multiple operators are evaluated in this order: NOT, OR, AND, WITHIN.

By placing parenthesis around the phrases, the usual order of precedence can be changed. Parenthesis must be matched. For each open there must be a close. For example:

(Cars AND sales) OR dealership

This example will match every document containing “dealership.” It will also match documents that contain both “cars” and “sales.”

Wild Card Search

Wild card characters will search for documents only containing a portion of the word or phrase. It is useful in broadening a search to accommodate variations in spelling. The two special characters that may be used in wild card searching are the question mark (?) and asterisk (*). Wild card characters may be used at the beginning, middle, or end of a word.

Use the question mark to match any one character to broaden a search. This is used primarily when there are variations in the spelling of a keyword. For example:

Br?an would search for Brian and Bryan

The question mark is inserted in the place the unsure character.

Use the asterisk to match zero or more characters to broaden a search. This is used primarily when the variation in spelling may be more than one character. For example:

Mi* would search for all words beginning with the letters "Mi" and may be used to find keywords like Mike or Michael

The asterisk is inserted in the place where the variation may begin.

Special Characters

Use of the wild card characters * and ? have already been discussed. Because of their special meaning, you cannot search for these characters within a document. Other characters are not searchable and are treated as word separation characters. This is the complete list of special or reserved characters:

? * , @ : ( ) [ ] < > = / { } –

NOTE: Excessive use of wild cards can greatly slow a search, especially if they appear at the beginning of words. To avoid a very long search time and/or the possibility of running out of memory, a limit of 1,000 words has been set in any one wild card search.

Fuzzy Retrieval

Another retrieval option that allows for misspelling of keywords or errors in OCR is known as a fuzzy retrieval. For example, you are searching for a document with the keyword "McDonald", but the search results show no such document. A fuzzy retrieval can be done to locate the document with possible variations in the spelling of the keyword. Perhaps it was spelled "MacDonald" on the actual document. The fuzzy retrieval would retrieve the document even with the different spelling.

To select this option, click in the small check box within the Fuzzy Retrieval section. The "x" indicates the option is turned on. To turn off the option, click in the small box to remove the "x".

The amount of "fuzziness" is adjustable by clicking on the Fuzzy Retrieval button anywhere except in the checkbox. Words that differ by only one or two characters near the end of the word will match at a low fuzziness level. Words that differ by many characters or whose first couple of characters differ will only match at a higher fuzziness level.

NOTE: Increasing the values in a fuzzy search will result in a slower search and will increase the number of documents found.

Results Window

After you have entered your criteria, click on the Search button. The Results Window, shown below, will display your search results.

Documents and/or folders that matched your criteria are listed in the Results tab. One column you may not recognize is “Hits”. This is the number of times words in your text-based search criteria appear in each document or folder. Hits aren’t counted for field-based searches; only the text-based portion of your criteria will count hits.

To view a document or folder, click on the document or folder Title to open the View window.

If the results list is empty, or if it doesn’t contain the document or folder you are looking for, click the browser Back button to return to the Retrieve window and try again with a less restrictive criteria. Likewise, if the results list has far more documents and folders than you want to sift through, you can go back to the Retrieve window and add parameters to your criteria.

The command buttons on this tab duplicate functions available through the menus, described above.

Browse Button (Using Folders)

You may click on the Browse button of the Retrieve window at any time-it is not dependent on having specified any search criteria or having generated any results.

Folder Basics

Folders don't really "hold documents"; they hold references or "pointers" to documents. Therefore, one document may be placed in many folders, and this doesn't really create multiple copies of it. All documents can be located via field or text retrieval whether or not they are located in any folders.

The Root Folder

Every DocSTAR has a ROOT folder. The root folder is permanent and cannot be renamed, removed, deleted, or closed. You can place documents directly in the root folder, or you can create additional folders in the ROOT folder. Other folders can then be created in these folders, and so on. All folders can be traced back to the ROOT. It is called ROOT because it is like the root of a tree, all other folders branch off from it.

When and Why to Use Folders

Here are some suggestions for ways in which folders can be useful.

Folder-Based Filing

Folder-based filing is very much like paper-based filing systems and therefore is intuitive to most users. Documents may be filed into folders as their primary means of retrieval. 

Grouping Documents

You may need to print, fax, email, or delete documents from various sources. If may be much more convenient to collect the documents you need into a folder just for this purpose, rather than performing the operation on each document one at a time.

Workflow

Folders can be used to organize workflow. If, for example, you have credit applications that are pending approval you can create a Credit Pending folder. Your account supervisor would view credit applications from that folder to review them. Once approved, you might move the document to an Approved folder to alert the order-processing department.

This use of folders would be separate from whatever primary filing scheme is applied to these documents. Therefore, when a document has completed its workflow, it can simply be removed from your workflow folders.

Using Browse

The Browse windows looks similar to the results window. Initially, it shows the ROOT folder on top and all folders and documents contained (directly) within it. Clicking on a folder selects it and opens it, showing the folders contained in it. Clicking on a document displays the view window for that document. You can click on the folder button at the top of the window to go “up” one level in the folder list.

 

Chapter 3 Viewing Documents

View Window

The View window displays document pages and information related to the document. The page image is displayed on the left side of the screen and document information on the right. There is a toolbar at the top of the screen which offers several display functions.

Controls

These controls appear on the View window.

Control

Description

Page

Documents are viewed one page at a time. The page navigator lets you move to the next or previous page, or to the last or first page of a document.

Title

The document title may be viewed in this text control.

Keywords

The document keywords (if any) may be viewed in this text control.

Custom Fields

Custom fields are added to a document by running a template that specifies them. If any are present, they are displayed here.

Template

Displays the template currently associated with the document.

Security Class

Displays the current security class currently associated with the document.

Image Display

The document page is displayed on the left hand side of the window. You can zoom into a specific area of the image by positioning with the mouse pointer and clicking. Once you have zoomed, panning bars become active around the outside of the image. You can pan or move the image using the up, down, left and right panning bars at the edge of the image window.

Toolbars

A toolbar is displayed at the top of the view screen with the following buttons:

Button

Description

 

Rotates the current page 90 degrees to the right or left.

 

Zooms the view of the current page. The plus sign zooms in, the minus sign zooms out and the full page button zooms out to full page view. You can also zoom in on a particular area of the page by clicking on the image. The page will zoom in centered on the area you clicked.

 

Chooses whether annotations are shown or hidden. When annotations are show, the hide annotation button is visible and when annotations are hidden, the show annotation button is visible.

 

Chooses the display mode, either Full Page or Half Page. When viewing the document in Half Page Mode, the View Full Page button is visible and when viewing the document in Full Page Mode the View Half Page button is visible.

 

Downloads a range of pages from the document as a multi-page .TIF file which can be displayed, saved or emailed on your local computer. In order to display multi-page .TIF files on your computer you must have a separate application installed which can view .TIF files. Most versions of Microsoft Windows have such an application.

Availability of some of these functions is subject to the security classification of the current document and your logon credentials.

 

DocSTAR WebView Error Messages

Error messages will occur from time to time. Others may be the result of problems with system hardware, software, or configuration. Below is a typical DocSTAR WebView error message window. If you are unaware of the cause of an error message, please contact your DocSTAR Administrator for assistance.