Application Xtender - Document Scanning Guide

  • Overview

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    Use Image Capture to scan documents into Application Xtender. Generally, documents are scanned in groups (batches). Follow these directions to scan batches (documents):
    1. Prepare/batch the documents - Document batch preparation requirements depend on the processes set by your department/division. Contact the appropriate department/division if the process you want to work with is not listed above in the Documentation section.
    2. Prepare the scanner - Visit the Preparing the Scanner section for more information.

    Note: The scanning of documents must take place on a specific computer that has the AppXtender Image Capture software installed and is connected to a scanner. If this is the first time you are scanning 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.

    3. Log in to AppXtender Image Capture - Visit the Logging In section for more information.

    4. Scan Documents - Visit the Scanning a Batch section for more information.

  • Logging In

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    Use this Application Xtender Image Capture to scan paper documents into ApplicationXtender.
    Follow these directions to log in to AppXtender Image Capture:

    1. Navigate to the Application Xtender submenu from the Windows Start menu and then click Image Capture from the list. Alternately, click the Image Capture 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.
  • Preparing the Scanner

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    Once the paper documents are batched, you can prepare the scanner to begin scanning the documents.

    Note: Document batch preparation requirements depend on the standards set by your department/division. See your manager for more information.

    Follow these directions to prepare the scanner:

    1. If necessary, press the Power button to turn the scanner on.
    2. Place the paper documents to be scanned face down in the feeder, with the top of the document to the left.
    3. If necessary, press the Paper Tensioner button to fit it to the paper size.
    4. If necessary, press the green Scan/Stop button on the Control panel, which brings the scanner online.
  • Scanning a Batch

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    Before you can scan documents into ApplicationXtender they must first be batched. Once they are batched, you can prepare the scanner and begin scanning the paper documents. Follow these directions to scan a batch of paper documents into AppXtender Image Capture:

    1. If necessary, click the Auto Feed button on the toolbar.
    2. From the Applications window, right-click the name of the application you want to work with and select New Batch... from the menu.

      Note: The Document Manager software must not be running. If it is you will not be able to choose New Batch... from the menu.

    3. The AppXtender Image Capture window is displayed. Type a batch name in the Batch Name field.

      Note: The batch name is case sensitive; therefore, we recommend typing it in all caps. Batch naming conventions depend on the standards set by your department/division. See your manager for more information. You can enter the name of an existing batch to add pages to that batch; however, you cannot enter the name of a batch that is currently being indexed in AppXtender. The batch creation will fail.

    4. Click the OK button. Shortcut: Press the [Enter] key on the keyboard.
    5. The batch name displays in the title bar. If the documents to be scanned are NOT already loaded onto the feeder, load them and then click the Scan button on the toolbar.

      Note: If the documents to be scanned are already loaded onto the feeder they will automatically feed through the scanner.

    6. AppXtender Image Capture scans the batch and displays it in the Batch Display window.

      Note: The number of pages in the batch is displayed in the lower-right corner. The scan session ends after all of the pages in the feeder have been scanned.

    7. When you are finished, close AppXtender Image Capture.

      Note: If necessary, you can rescan a batch by reloading the documents on the scanner and clicking the Rescan button on the toolbar. Rescan does not replace the most recently scanned batch if it is not displayed in the Batch Display view or if 30 seconds have passed since the batch was originally scanned. If you are unable to rescan the batch you can delete it and scan the batch again. See the Deleting a Batch section for more information.

  • Batching from a File

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    You can create a batch from a file (e.g., pdf, gif, jpg, etc.) or group of file from the File Selection window in AppXtender Image Capture. Follow these directions to create a batch by file selection:

    1. If necessary, click the Auto Feed button on the toolbar.
    2. Click Batch on the menu bar and Create from the list.
    3. The Select Files for Batch Import window is displayed. Type a batch name in the Batch Name field.

      Note: The batch name is case sensitive; therefore, we recommend typing it in all caps. Batch naming conventions depend on the standards set by your department/division. See your manager for more information. You can enter the name of an existing batch to add pages to that batch; however, you cannot enter the name of a batch that is currently being indexed in AppXtender because it will cause the batch creation to fail.

    4. Click the Files of type pull-down arrow and select All Files (*.) from the list.
    5. Press and hold the [CTRL] key on the keyboard and from the file list, click the files you want to import.

      Note: To select two or contiguous (in sequence), select the first file, then press and hold the [SHIFT] key on the keyboard while selecting the last file. When importing files into a batch, text files that are flagged as hidden or system are not imported.

    6. Click the Open button.

      Note: A progress message is displayed. If necessary, click the Cancel button at any time to cancel the batch import.

    7. When the import is complete, a Batch Import Status window is displayed.

      Note: If any of the files were rejected, click the View Reject Log button to see the reasons for the rejection.

    8. Click the Exit button.
    9. When you are finished, close AppXtender Image Capture.
  • Deleting a Batch

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    If you are unable to rescan the batch you can delete it and scan the batch again. Follow these directions to delete a batch of paper documents in AppXtender Image Capture:

    1. Verify the batch you want to delete is displayed in the Batch Display window.
    2. Click Batch from the menu bar and choose Delete from the list.

      Note: To delete a single document from a batch, a) click the Previous Page or Next Page buttons to navigate to the page you want to delete, b) Once the desired page is displayed in the Batch Display window, c) click Page from the menu bar and choose Delete from the list, and d) when the ApplicationXtender Image Capture window displays, click the Yes button.

    3. The ApplicationXtender Image Capture window is displayed. Click the Yes button.
    4. The Batch Display window is empty.
  • 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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