Eastern Michigan University

Application Xtender - Document Manager Guide

Overview

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

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 the    Application 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

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

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

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  Copy   Form  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

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

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  Applications   from 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

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

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

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

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 Documents for 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

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.
Division of Information Technology

106 Halle Library

Ypsilanti, MI 48197

734.487.3141