Eastern Michigan University

Application Xtender Image Capture Guide

Overview

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

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

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

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

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

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

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

118 Pray Harrold

Ypsilanti, MI 48197

734.487.3141