Application Xtender - Document Indexing Guide

  • Overview

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    Use Document Manager to (organize) index documents for searching in Application Xtender. Once the documents have been scanned into Application Xtender, the individual documents in the batch must be indexed and saved as an Application Xtender document.

    Once the document index is saved, authorized University personnel can use the indexed data to efficiently search for, view, and print these documents.

    Follow these directions to index documents in Application Xtender:

    1. Log in to AppXtender Document Manager - Visit the Logging In section for more information.

      Note: The indexing of documents must take place on a computer that has the AppXtender Document Manager software installed. If this is the first time you are indexing documents, additional setup will need to take place once you have logged in on this computer. Contact the IT Help Desk for login and password assistance.

    2. Retrieve a batch- Visit the Retrieving a Batch section for more information.
    3. Index a batch- Visit the Indexing a Batch section for more information.
  • Logging In

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    Use this Application Xtender Document Manager to index scanned documents for later searches. Follow these directions to log in to AppXtender Document Manager:

    1. Navigate to theApplication Xtender submenu from the Windows Start menu and then click Document Manager from the list. Alternately, double-click the Document Manager icon on the desktop.
    2. The Login to [Source] window is displayed. Type your NetID username and password in the Username and Password fields.
    3. When you are finished, click the Login button.
  • Retrieving a Batch

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    Once a batch of documents have been scanned, you will need to retrieve the batch so you can organize (index) them. Follow these directions to retrieve a batch of documents:

    1. From the Document Manager window, Click Utilities in the menu bar and choose Batch Index (List)... from the menu. Shortcut: Press the [CTRL] [B] keys on the keyboard.
    2. The Batch Index window is displayed. In the Name column, click to select the batch name you want to work with.
    3. Click the Index button. Shortcut: Press the [Enter] key on the keyboard.

      Note: To delete a batch, select the batch name you want to delete and click the Delete button.

    4. The batch is displayed in the Document Manager window.

      Note: If you selected the wrong batch from the list, click Window in the menu bar and choose Close All from the list. You can now repeat the steps and choose a different batch.

  • Importing a File

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    You can add a new document by importing a PDF file Follow these directions to add a new document by importing a PDF file:

    1. From the Document Manager window, click Document in the menu bar then choose New and Import File from the menu.
    2. The Import File window is displayed. Locate and select the file from the list.
    3. Click the Open button.
    4. The file is displayed in the Document Manager window.

      Note: If you selected the wrong file from the list, click Window in the menu bar and choose Close All from the list. You can now repeat the steps and choose a different file.

  • Indexing a Batch

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    Once a batch of documents have been retrieved, you will need to index the batch so that you can easily search for and locate them at a later time. Follow these directions to index a batch of documents:

    1. Click the Next Page button on the toolbar to navigate to a document you want to index. Shortcut: Press the [Page Dn] key on the keyboard.
    2. Click the New Document button on the toolbar. Shortcut: Press the [CTRL] [N] keys on the keyboard.
    3. The Indexing window is displayed. Click in the field you want to work with. Shortcut: Press the [Tab] key on the keyboard to navigate between fields.

      Note: Pressing the [Enter] key on the keyboard will save your work and navigate to the next document in the batch. Using this key to navigate between fields will display an error message, unless you have entered a value in all required fields.

    4. Enter any required information in the Values column.

      Note: The bolded labels in the Fields column require a value in the Values column. Some information may populate automatically based on information you are providing. The fields with pull-down arrows may require that you click them twice for the pull-down arrow to display. Shortcut: Press the [Space] bar on the keyboard and use the [Up Arrow] and [Down Arrow] keys on the keyboard to navigate these fields.

    5. When you are finished, click the Save button to save your work. Shortcut:Press the [Enter] key on the keyboard.

      Note: The document is now indexed and removed from the batch. The next document in the batch is displayed in the Document Manager window. Attempting to save you work before entering all required information will generate an error message.

    6. Repeat these steps until all the desired documents in the batch have been indexed.

      Note: To save time when entering values in the remaining batched documents, press the [F9] key on the keyboard to populate the Indexing window with the most recently entered index data.

      Alternately, you can copy the contents of the Indexing window by right-clicking on one of the column headings (e.g. Fields and/or Values) and selecting CopyForm from the menu. You can then paste in in the Indexing window of a new document, change any data, and save your work.

    7. When you are finished, the ApplicationXtender window with the message You have finished indexing this batch. Do you wish to index another batch? is displayed. Click the No button. Shortcut:Press the [Y] key on the keyboard.
    8. The Document Manager window is now empty. When you are finished, close AppXtender Document Manager. Shortcut: Press the [Alt] [F4] keys on the keyboard.
  • Multi-Indexing

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    Use the AppXtender Document Manager to apply multiple indexes to a document. There are two methods to apply multiple indexes: a) Copy the document and then apply a separate index to each copy of the document or b) Apply multiple indexes to the same document. Copying the document will require more maintenance, since each copy is separate and distinct from other copies of the document. This maintenance may make applying multiple indexes to the same document; however, when you delete a document with multiple indexes associated with it, all of the indexes associated with the document are deleted.

    Copy Document

    Follow these directions to copy a document:

    1. Locate the document you want to work with. Visit the Searching for Documents section for more information.
    2. Click Document from the menu bar, then select Copy or Move Pages from the displayed menu list.
    3. The Copy or Move Pages window is displayed. Click to check the Index new Batch document checkbox.
    4. When you are finished, click the Copy button.
    5. The batch index toolbar is displayed. Index the document and save your work.
      1. The batch index window is displayed. Index the document and save your work. Visit the Indexing a Batch section for more information.
    6. Repeat this process until all desired copies of the document have been indexed.

    Apply Multiple Indexes

    Follow these directions to apply multiple indexes to the same document:

    1. From the batch, index the document and save your work.
      1. The batch index window is displayed. Index the document and save your work. Visit the Indexing a Batch section for more information.
    2. An ApplicationXtender window asking "Would you like to add more indexes?" is displayed. Click the Yes button.

      Note: This will allow you to apply multiple indexes to the same document. It is important to note that if you delete the document, it will delete all indexes associated with the document.

    3. The batch index window is displayed. Index the document and save your work. Visit the Indexing a Batch section for more information.
    4. Repeat this process until all the desired indexes are applied to the document.
  • Searching for Documents

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    Use this AppXtender Document Manager to search for a document in ApplicationXtender. Follow these directions to log in to AppXtender Document Manager:

    1. From the Application window, right-click the application you want to search and choose New Query from the menu.Shortcut: Press the [Ctrl] [D] keys on the keyboard.

      Note:If the Application window is not displayed, Click View on the menu bar and choose Applicationsfrom the list.

    2. The Search tab is displayed below the Application window. Click in the ID field and type the ID associated with the document.
    3. When you are finished, click the Search button. Shortcut: Press the [Enter] key on the keyboard.

      Note:The document is now indexed and removed from the batch. The next document in the batch is displayed in the Document Manager window. Attempting to save you work before entering all required information will generate an error message.

    4. A list of documents is displayed in the Result Set tab. Double-click the document ID.
    5. The document index window and image display above the Search and Results Set tabs.
    6. When you are finished, right-click the query in the Application window and choose Delete Query from the list.
    7. Repeat these steps to search for a new document.
  • Editing an Indexed Document

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    Use this AppXtender Document Manager to edit a previously indexed document: Follow these directions to edit a document:

    1. Locate the document you want to work with. Visit the Searching for Documents section for more information.
    2. From the Index window, make any desired changes to the document index.

      Note: To display the Index window, click View on the menu bar and choose Document Index and Left from the list.

    3. When you are finished, click the Save button on the toolbar to save your changes. Shortcut: Press the [Enter] key on the keyboard.
  • Appending a Page

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    Use the AppXtender Document Manager to append pages in a batch to a document in the same batch. Follow these directions to append pages in a batch to a documents in the same batch:

    1. From the batch, index the first page of the document and save your work. Visit the Indexing a Batch section for more information.
    2. Navigate to the next page you want to append and click the Attach Page button on the Batch Index toolbar, to attach it to the previously indexed page.
    3. Alternately, click the Attach All button on the Batch Index toolbar to attach all remaining pages in the batch to the previously indexed page.
    4. An ApplicationXtender window is displayed asking "Are you sure you want to attach all pages?". Click the Yes button.

    Additional Help:

    To append a new page to an existing document -

    1. Index the page, but don't save your work. Visit the Indexing a Batch section for more information.
    2. Click the Select Indexes button on the Batch Index toolbar.
    3. A list of documents that match the index information you entered in step #1. Click the green plus sign associated with the document that will include the appended page.

    To append a page that is already identified as a new document (i.e., you already clicked the New Document button on the Batch toolbar.) -

    1. Click the Last Modified button on the Batch Index toolbar.
    2. The document's index window is populated with the information from the last indexed document.
    3. Click the Select Indexes button on the Batch Index toolbar.
    4. A list of documents that match the index information. Click the green plus sign associated with the document that will include the appended page.

    To detach an appended page from a document -

    1. Locate the document that contains the appended page. Visit the Searching for Documents section for more information.
    2. Navigate to the appended page using the Next Page and Previous Page buttons on the Image toolbar.
    3. Click Document in the menu bar, then select Export and then Images from the lists.
    4. The Export Document Pages window is displayed. Click the Save button.
    5. Import the document into the application. Visit the Importing a PDF Document section for more information.
  • Annotating a Document

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    Use the AppXtender Document Manager to add notes to a document. Follow these directions to add notes to a document:

    1. Locate the document you want to work with. Visit the Searching for Documents section for more information.
    2. Click View from the menu bar; then select Toolbar and Annotation from the displayed menu lists.
    3. The Annotation toolbar is displayed at the bottom of the window. Click the button on the toolbar that is associated with the tool you want to use and make any desired annotations on the displayed document.
    4. When you are finished, click the Save button on the toolbar to save your changes.

      Note: The annotations made on the document are saved.

  • Deleting a Document

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    You can delete a document before or after it has been indexed. Follow these directions to delete a document before it has been indexed:

    1. Retrieve the batch (documents). Visit the Retrieving a Batch section for more information.
    2. Use the Next and Previous Page buttons to navigate to the page that you want to delete.
    3. Click the Delete Page button.
    4. The ApplicationXtender window is displayed with the message Do you really want to delete the current page? Click the Yes button.

      Note: The Document Manager window displays the next document in the batch. If you previously entered information pertaining to the deleted document, click the Cancel button in in the Indexing window to clear out the information you entered.

    Follow these directions to delete document after it has been indexed:

    1. Locate the document you want to delete. Visit the Searching for Documentsfor more information.
    2. Right-click on the document ID and choose Delete from the menu.
    3. The ApplicationXtender window is displayed with the message Do you really want to delete the current page? Click the Yes button.

      Note: The document is deleted from the Search window.

  • Switching Data Sources for Testing

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    To test new Xtender functionality, you will need to switch data sources from PROD to QUAL. When you are done testing, you will need to switch back to PROD. Follow these directions to switch data sources:

    1. Navigate to the Application Xtender submenu from the Windows Start menu and then click Data Source Selector from the list.
    2. The AppXtender data Source Selector window is displayed. Click the Locate button.
    3. The Data Link Properties window is displayed. Type the data source name in the 1. Enter a server name field.

      Note: Type QUAL if you are testing and PROD if you are working with production data.

    4. Type your Banner username in the User name field.
    5. Type your Banner password in the Password field.
    6. Click the Test Connection button.
    7. The Microsoft Data Link window is displayed. Click the OK button.
    8. The Data Link Properties window is displayed. Click the OK button.
    9. The Data Link Properties window is displayed. Click to select the data source name in the Data Source Name column.
    10. Click the Set as Default button
    11. A checkmark displays next to the data source name. Click the Apply button.
    12. Click the OK button.

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