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Document Routing Search

An example of a Search Template which includes Document Routing is displayed below.

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The Search Template administrator can configure a Document Routing Search Template to return only documents which match the search and which the searching user can action.

Alternatively, all documents which match the search criteria may be returned. If the searching user can action the document, depending on the configuration, the Document Routing Toolbar is displayed and/or the Document Routing panel is displayed. See “Document Routing” for more information about the Document Routing Toolbar. See “Search Plug-ins” for information about selecting the Document Routing plug-in.

The Document Routing panel is usually used in combination with the search results grid and the document viewing panel.

What do you want to do with this Document?

Select the document you want to action. If you have the required permissions to action the document, you can click on What do you want to do with this document? and select an option from the list.

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Why have you chosen this Action?

Next, select the reason for the action. Click on Why have you chosen this action? and select a reason from the list. When there is only one reason for the selected action, it is selected by default.

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Optionally Provide Some Comments

If required, enter comments in the Optionally provide some comments... text box. For example, you could add more information about who has reviewed the document and why they think the document is ready to be Published.

The first 4000 characters of a comment are stored.

Choose Users to Notify

When the document is transitioned to a new document state, a new set of users might be able to action the document. If required, you can notify some or all of these users that the document has been transitioned to a document state which they can action.

To select the users to notify, click the Choose Users to Notify button. In this example, the document is in the state In Review and is being transitioned to the state Published. The users who can action the document in its new state (Published, in this example) are listed. Select the users you want to be notified that the document has been transitioned.

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Document Routing email notifications require the administrator to have completed the Email setup. See “Email Setup” for details.

Confirm Document Action

You can either click Confirm Document Action to complete the transition, or click Back To Action panel to return to the main Document Routing panel where you can check the settings before clicking Confirm Document Action.

Document Inventory Search

An example of a Document Inventory Search Template is displayed below.

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A Document Inventory will have one or two Search for items. In the example above, two Search for items are available: Account Number and Customer Number. Select the item you want to search for and enter the search text in the text box.

You can put * in the text box and click Search to display all the items which can be searched for. For example, select Account Number, type * in the text box and click Search to display all the account numbers.

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Select the required account number, click OK and then click Search.

You can click Browse for the selected search item. The window includes a tab for each Inventory Name.

Each tab includes the items which can be searched for and the associated Information Fields. For example, select Account Number and click Browse. The Browse All Available Values window is displayed.

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Select the required account number, click OK and then click Search.

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The Document Inventory Search Results are described in Table 198.

Table 198. Terminology: Document Inventory Search Results

Term

Meaning

Search for

Primary search item

Select the search item you want to use for the search.

The primary search item is selected by default when the Search Template is opened.

Secondary search item

Select the search item you want to use for the search.

The Search Template might not contain a secondary search term.

Search text box

Enter the text you want to search for in the text box, or click the

Browse button (see below) and select an item from the list.

Search

Click to start the search using the selected primary or secondary search item and the text in the text box.

Browse

Click to open the Browse All Available Values window.

When the search item is associated with multiple Document Inventories, a tab is displayed for each Document Inventory. The information fields associated with the search item is displayed in the window.

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Select the required item and click OK to add the item to the search text box.

Only one item can be selected.

Expand results into single report view

This option is used when multiple results are returned. For example, when a search is performed on an account number for a joint account, the information for two account holders is displayed. When this option is selected, the items are displayed in one report:

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When this option is cleared, the Searching Client user must select a customer from the drop-down list. The report for the selected customer is then displayed:

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Tab name

The Inventory Name is displayed as the tab name. When there were no items matching the search term in the external database, No Results is displayed instead of the Inventory Name.

Inventory Status

Pending (Please make a selection for ‘search item’) – multiple results have been returned and the Inventory status cannot be calculated until a selection is made from the drop-down list.

All documents are present – all the required documents for this Document Inventory are stored in DataStoreDSX and none of them have expired.

Further documents are required for this Inventory – although some of the required documents for this Document Inventory are stored in DataStoreDSX, others are missing.

Some documents are missing – all documents are missing for one or more of the required document types.

Some documents have expired – although all the required documents for this Document Inventory are stored in DataStoreDSX, some of them have expired.

Information field(s)

The information extracted from the external database is displayed below the Inventory Status.

Tick box

Document Inventory Items are listed below the information fields. A tick box is displayed against each document type, indicating whether the item is selected.

Selected items can be displayed by clicking the View Selected Documents button (see below).

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image – all of the required documents are present and are valid.

image – there are not enough of this type of document stored in DataStoreDSX.

image – one or more of the stored documents have expired.

image –there are no documents of this type in DataStoreDSX.

Validity

  • Valid (x found, y needed, z expired)
  • Valid (x found, y needed. Expires date)
  • Insufficient (x of y documents found) – some, but not all, of the required documents are stored in DataStoreDSX.
  • Expired (x found, y needed, z expired) – the required number of documents (y needed) are stored in DataStoreDSX. However, z have expired.
  • Missing (y needed) – none of the required documents are stored in DataStoreDSX.
  • where
    • x found – indicates the number of documents (includes both valid and expired documents) which have been found in DataStoreDSX.
    • y needed – indicates the number of (valid) documents that are required to fulfil the requirement.
    • z expired – indicates the number of documents which have already expired.
    • Expires date – indicates the earliest date one or more of the documents will expire.

Click on the status to display the Expiry Options.

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See Table 199 on for information about these options.

Select All

Click to select all the documents listed.

Deselect All

Click to clear the selection of all the listed documents.

View Selected Documents

Click to view the selected documents which are stored in DataStoreDSX.

The documents are displayed according to the settings selected on the Search Results tab of the Search Template Editor. See “Search Results Tab” on page 509 for more information.

The Expiry Options window is described in Table 199.

Table 199. Terminology: Document Inventory Expiry Options

Term

Meaning

Force Expiry of Documents

Select this option to force the selected documents to expire. All the documents returned from the search which have the selected Document Type will be set to expired and the Document Inventory status will change to Some documents have expired.

To force the expiry of individual documents, see “Document Expiry Information.

Override Document Expiry Date

Forces the expiry of the selected documents to the date selected. All the documents returned from the search which have the selected Document Type will be set to expire on the selected date.

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Set to Next Week – Sets the expiry to the current date plus seven days.

Set to Next Month – Sets the expiry to the current date in the following month. For example, if today’s date is 15th January, selecting this option will change the expiry date to 15th February. When it is not possible to set today’s date in the next month, the last day of the month is used. For example, if today’s date is 30th January, selecting this option will change the expiry date to the 28th February (when not a leap year).

Set to Next Year – Sets the expiry to the current date plus one year. When it is not possible to set today’s date in the next year, the last day of the month is used. For example, if today’s date is 29th February 2016 (a leap year), selecting this option will change the expiry date to the 28th February 2017.

Set to Specific Date – Opens a calendar, enabling the user to select a date.

Set to Never Expire – Sets the document to never expire.

This option is only available to users who are allowed to override the expiry date.
To change the expiry date of individual documents, see “Document Expiry Information.

Cancel Expiry Date Override

Select this option to cancel the override setting. All the documents returned from the search which have the selected Document Type will have expiry override settings cancelled and each document’s expiry date is set to the date calculated using the Document Date and the configuration on the Item Expiry tab. See “Item Expiry” for more information.

This option is only available to users who are allowed to override the expiry date and when an override setting is in place for the selected document.

To change the expiry date of individual documents, see “Document Expiry Information.

View Expiry Information

Select this option to open the Document Expiry Information window which displays the expiry information for each document returned from the search which has the selected Document Type. See “Document Expiry Information” for details.

Document Expiry Information

When View Expiry Information is selected for a Document Type, the Document Expiry window is opened.

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The document is displayed, with a thumbnail and a zoom control.

The Document Expiry Information is described in Table 200.

Table 200. Terminology: Document Expiry Information

Term

Meaning

Document

The Documents which have been found in DataStoreDSX for the selected Document Inventory are listed as Document 1, Document 2, etc.

Has Expired

Yes – the document has expired and is no longer valid. No – the document has not expired and is still valid.

Expiry Date

Date – The date the document will expire or the date the document expired on.

Never expires – the document is set to never expire.

Overridden

Yes – the document’s expiry date has been overridden with a new expiry date.

No – the document’s expiry date remains set to the date calculated using the Document Date and the configuration on the Item Expiry tab. See “Item Expiry” on for more information.

Right-click on a document to display the Expiry Options menu.

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The Expiry Options menu options are described in Table 201.

Table 201. Terminology: Document Inventory Expiry Options: Per Document

Term

Meaning

Force Expiry of Documents

Select this option to force only the selected document to expire. Forcing a document to expire might change the status of the Document Inventory.

Override Document Expiry Date

Forces the expiry of the selected document only to the date selected.

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Set to Next Week – Sets the expiry to the current date plus seven days.

Set to Next Month – Sets the expiry to the current date in the following month. For example, if today’s date is 15th January, selecting this option will change the expiry date to 15th February. When it is not possible to set today’s date in the next month, the last day of the month is used. For example, if today’s date is 30th January, selecting this option will change the expiry date to the 28th February (when not a leap year).

Set to Next Year – Sets the expiry to the current date plus one year.

Set to Specific Date – Opens a calendar, enabling the user to select a date.

Set to Never Expire – Sets the document to never expire.

This option is only available to users who are allowed to override the expiry date.

Cancel Expiry Date Override

Select this option to cancel the override setting. The expiry date for the selected document is set to the date calculated using the Document Date and the configuration on the Item Expiry tab. See “Item Expiry” for more information.

This option is only available to users who are allowed to override the expiry date and when an override setting is in place for the selected document.

Content Full Text Search

Content full text searches can be performed when:

  • A Content Full Text field has been added to the Search Template.
  • Full text indexing is enabled and scheduled in Management Studio.

See “Content Full Text Searchable” for an example configuration.

Enter a value in the content full text search field and click Start Search.

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Wildcard operator in Content Full Text fields: % means zero or more characters. A single % at the end of a search term is the only wildcard character supported by a content full text search. It will not work within delimited strings.

A proximity search can be used with Content Full Text fields. [near] can be used between two search words to return results where the two words are within 50 words of each other in the same paragraph.

Commonly used words such as and, the, then and of are not located by content full text searches because they are ignored by the indexing engine. See “Ignored Words” for more information.

The syntax for content full text searches is described in Content Full Text Search Syntax”.

If the word or phrase exists in one or more of the documents and the scheduler has had sufficient time to index the documents, you will see the document in the search results.

Highlighting Support

The matched words are highlighted (when supported) by changing the text colour to the font colour specified for Full Text Search Colour in the Style Sheet associated with the Data Definition used to index and store the search result. (See “On Screen Presentation – General Detailsfor information about associating a Style Sheet to a Data Definition.) When the Data Definition which was used to Index and Store the search result does not have an associated Style Sheet, the default colour, lime green, is used for Full Text Search Colour.

The searched for words are highlighted in the following search results:

  • The document is a Word document stored with a Data Definition with the Storage Format set to Pageable MS Word (see “General Properties – Storage Formats for more information). When the Storage Format is not set, Word documents are content full-text searched but the text is not highlighted.
  • TEXT and PDF documents are content full-text searched and the text is highlighted.
  • The document is an Outlook message or an Outlook message attachment which is either a text document, a PDF document of a Word document and the message was stored with the Storage Format set to Pageable MS Word (see “General Properties – Storage Formats” for more information).
  • Excel and PowerPoint files are content full-text searched but the text is not highlighted.

The following document types can be content full text searched, but the text is not highlighted. This means the documents will be returned in the search results, but the words will not be highlighted in these documents:

  • Excel
  • PowerPoint
  • Word documents stored with a Data Definition without a Storage Format set.

Navigation Buttons

When you perform a content full text search, the navigation buttons are displayed.

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These buttons are displayed only when the Show Find Text button is selected in the Search Template Editor. See “Show Find Textfor more information.

To locate words matching the content full text search string, this option must be set to Content matches. Changing Content matches to any other setting causes the navigation buttons to locate Find text. See “Findfor more information about the Find operation.

When a match is navigated to, the text is located on the page. When Automatically zoom Find Text, Content and Sub Search matches is selected, the page zoom is changed to 150%. See “Automatically zoom Find Text, Content and Sub Search matches” for information on changing this setting.

image – Navigate to the first occurrence of the text in the list of search results. When the search result supports highlighting, you will navigate to the first occurrence of the word in the first document in the search results. When highlighting is not supported, this button can be used to navigate to the first search result. View the search result and find the text by scrolling through the document.

image – Navigate to the previous occurrence of the text in the list of search results. When the search result supports highlighting, you can step through each match occurrence of the text entered in the Content Full Text field. When highlighting is not supported, this button can be used to navigate to the previous search result. View the search result and find the text by scrolling through the document.

image – Navigate to the next occurrence of the text in the list of search results. When the search result supports highlighting, you can step through each match occurrence of the text entered in the Content Full Text field. When highlighting is not supported, this button can be used to navigate to the next search result. View the search result and find the text by scrolling through the document.

image – Navigate to the last occurrence of the text in the list of search results. When the search result supports highlighting, you will navigate to the last occurrence of the word in the last document in the search results. When highlighting is not supported, this button can be used to navigate to the last search result. View the search result and find the text by scrolling through the document.

When the search includes both a content full text search and a sub-search, these buttons navigate through the results of both types of search. See “Text Sub-Search, below, for more information on sub-searching.

Text Sub-Search

Text sub-searching can be performed when both:

  • A search parameter has been entered in a search field.
  • Text sub-searching has been enabled in the Search Template in Management Studio.

When text sub-searching is available, the sub-search text box is displayed.

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Enter a value in the sub-search text box and click Start Search. The syntax for sub-searches is described in Sub-Search Syntax.

Excel and PowerPoint files are sub-searched but the text is not highlighted. TEXT and PDF are sub-searched and the text is highlighted. Word documents are sub-searched and the text is highlighted when the Word document was stored with a Data Definition with the Storage Format set to Pageable MS Word (see “General Properties – Storage Formats” for more information). When the Storage format is not set, Word documents are sub-searched but the text is not highlighted.

Highlighting Support

The matched words are highlighted (when supported) by changing the text colour to the font colour specified for Text Sub Search Colour in the Style Sheet associated with the Data Definition used to index and store the search result. (See “On Screen Presentation – General Details” for information about associating a Style Sheet to a Data Definition.) When the Data Definition which was used to Index and Store the search result does not have an associated Style Sheet, the default colour, lime green, is used for Text Sub Search Colour.

The searched for words are highlighted in the following search results:

  • The document is a Word document stored with a Data Definition with the Storage Format set to Pageable MS Word (see “General Properties – Storage Formats for more information). When the Storage Format is not set, Word documents are sub-searched but the text is not highlighted.
  • TEXT and PDF documents are sub-searched and the text is highlighted.
  • The document is an Outlook message or an Outlook message attachment which is either a text document, a PDF document of a Word document and the message was stored with the Storage Format set to Pageable MS Word (see “General Properties – Storage Formatsfor more information).
  • Excel and PowerPoint files are content full-text searched but the text is not highlighted.

The following document types can be content sub-searched, but the text is not highlighted. This means the documents will be returned in the search results, but the words will not be highlighted in these documents:

  • Excel
  • PowerPoint
  • Word documents stored with a Data Definition without a Storage Format set.

Navigation Buttons

When you perform a sub-search, the navigation buttons are displayed.

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These buttons are displayed only when the Show Find Text button is selected in the Search Template Editor. See “Show Find Text” for more information.

To locate words matching the sub-search string, this option must be set to Content matches. Changing Content matches to any other setting causes the navigation buttons to locate Find text. See “Find” for more information about the Find operation.

As each match is navigated to, the text is highlighted by changing the colour from the colour specified by the option Text Sub Search Colour in the Style Sheet, to the colour specified by the option Find Text Search Colour in the Style Sheet. When the Data Definition which was used to Index and Store the search result does not have an associated Style Sheet, the text is changed from lime green to orange.

When a match is navigated to, the text is located on the page. When Automatically zoom Find Text, Content and Sub Search matches is selected, the page zoom is changed to 150%. See “Automatically zoom Find Text, Content and Sub Search matches” for information on changing this setting.

image – Navigate to the first occurrence of the text in the list of search results. When the search result supports highlighting, you will navigate to the first occurrence of the word in the first document in the search results. When highlighting is not supported, this button can be used to navigate to the first search result. View the search result and find the text by scrolling through the document.

image – Navigate to the previous occurrence of the text in the list of search results. When the search result supports highlighting, you can step through each match occurrence of the text entered in the sub-search field. When highlighting is not supported, this button can be used to navigate to the previous search result. View the search result and find the text by scrolling through the document.

image – Navigate to the next occurrence of the text in the list of search results. When the search result supports highlighting, you can step through each match occurrence of the text entered in the sub-search field. When highlighting is not supported, this button can be used to navigate to the next search result. View the search result and find the text by scrolling through the document.

image – Navigate to the last occurrence of the text in the list of search results. When the search result supports highlighting, you will navigate to the last occurrence of the word in the last document in the search results. When highlighting is not supported, this button can be used to navigate to the last search result. View the search result and find the text by scrolling through the document.

When the search includes both a sub-search and a content full text search, these buttons navigate through the results of both types of search. See “Content Full Text Search, above, for more information on content full text searching.

Copy Search Results

You can copy the contents of a cell, an entire row or a column from the Search Results grid. The copied result(s) can then be pasted into any appropriate application.

  1. Right-click on the cell you want to copy.
  2. The following menu is displayed. (For information about viewing a search result’s document Properties, See “Document Properties.

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  1. Select Copy Cell to copy just the cell you clicked on. If the cell contains multiple field values, all field values are copied.
  2. Select Copy Row to copy the contents of the entire row.
  3. Select Select Row to highlight the entire row.
  4. Alternatively, right-click on a column header.

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  1. Select Copy Column to open the Copy Field Values To Clipboard window with only the selected column header listed in the Fields to Copy list.

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The window is described in Table 202.

Table 202. Terminology: Copy Column Values To Clipboard

Term

Meaning

General Options

Range of results to copy

All results – All of the results will be copied to the clipboard.

Currently selected result – Only the currently selected result will be copied to the clipboard.

Range of results – Only the entered range of results will be copied to the clipboard. For example, 1-3, 6-9 copies results 1, 2, 3, 6, 7, 8 and 9.

Fields to copy

The selected column header is listed here.

Copy all multiple field values

When selected, when a field has more than one value, all the values are copied to the clipboard.

When cleared, when a field has more than one value, the first value only is copied to the clipboard.

For example, if the field: Address contains three values (each a line of the address), you will probably want all the address copied to the clipboard and will want this option selected.

Include column headers

Includes the field names as the column headers in the clipboard.

Delimiter

Select the delimiter from the drop-down list.

Comma
Full stop
Space
Tab
Underscore

The delimiter is the character used to separate entries (field data values) in the clipboard.

Row number options

Select the Row Number Option from the drop-down list.

Do not include – Row numbers are not used.

Include at result – Each new result has a new row number.

Include at Index set – Rows which are in the same Index set have the same row number.

Include at field values – Each new field value has a new row number. (This option can be used with Copy all multiple field values, see above.)

  1. Paste the copied result(s) into an appropriate application.

Attachments Toolbar

The Attachments Toolbar enables you to annotate the search result document.

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Click on an icon or button in the graphic above to go to the relevant topic.

The Attachments Toolbar is shown when the Attachments Toolbar button is selected in the Search Template. See “Attachments Toolbar” for more information.

Depending on your allocated security privileges, when this toolbar is displayed, you may be permitted to annotate search results, i.e. View, Add, Edit and Delete annotations (also known as attachments).

Attachments are additional pieces of information that are added to data pages. Although the data itself remains secure and unaltered, the attachments can:

  • Provide more recent information (For example, a note recording payment on an invoice page.)
  • Change the confidentiality of documents (For example, by obscuring the medical history of a particular employee in a personnel listing.)
  • Emphasise areas of the data (For example, by highlighting a line or column of data.)

Working from the toolbar's left-hand side, there are various Management, Highlighting, Note, Pen and Stamp Creation tools available on the Search Results' Attachments Toolbar.

Select and Zoom Buttons

The toolbar's first group of four icons are the Data Selection, Toggle edit attachment, Marquee Zoom and Hand dragging options.

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Data Selection

This icon enables you to select data which can then be copied (by right-clicking and selecting Copy Selection from the menu) and pasted in to an appropriate application.

Toggle Edit Attachment

This icon enables you to add new attachments (see “Add Attachments) and edit existing attachments. With this icon selected (highlighted), either click on the attachment you want to edit or select several attachments by clicking on the page, holding down the left mouse button and drawing a rectangle around the attachments you want to edit. Release the mouse button when all the required attachments are selected.

The selected attachments you have created are displayed with a user icon:

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The selected attachments created by other users do not have a user icon next to them:

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A list of all the attachments on the page and who created them can be seen by using the List Attachments button. See “List Attachments” for more information.

To move an attachment, select the blue icon and, while holding down the Shift key, drag the attachment to the required location.

Attachments can be resized by selecting one of the small squares on the outline of the attachment and, while holding down the left mouse button, resizing the attachment.

The text in Stamps cannot be edited.

Notes

Drop-down notes can be edited by double-clicking on the note title and then editing the title or note text, as required.

Rich text notes can be edited by clicking in the text box.

Pop-up notes can be edited by double-clicking on the required note and making edits in the displayed window.

Marquee Zoom

This icon enables you to zoom in on the selected area of the page. Select the Marquee Zoom tool, then select the area of the page you wish to enlarge.

Hand Dragging

This icon enables you to move to a different part of the screen. Useful when you have already used the Marquee Zoom tool to look at a part of the screen but now want to easily look at other parts of the page. Select the Hand dragging tool then select an area of the page and drag (with the mouse button down) to change the area of the page being displayed. Repeat until the screen is showing the required area of the page.

Manage Attachments Buttons

The toolbar's second group of three icons are the Toggle display of attachments, List attachments and Delete attachment options.

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Toggle Display of Attachment

This icon enables you to show or hide the attachments that have already been created. (If Display attachments is off and you add a new attachment, this button is automatically toggled on so the existing (and new) attachments can be seen.)

List Attachments

This icon opens a window which lists all the attachments on the page.

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Index – identifies each attachment with a number.

Type – the type of attachment added.

Title – when a drop-down note or a pop-up note has been added, the title given to the attachment is listed.

Position – the co-ordinates of the top left corner and bottom right corner of the attachment.

Position is displayed when Show Extended Details is selected.

Created By – the DataStoreDSX username of the person who added the attachment

Last Modified By – the DataStoreDSX username of the person who last edited the attachment.

Border Style – all attachments have a border style of Solid except Stamps which have a border style of -N/A-.

Border Style is displayed when Show Extended Details is selected.

Line Width – the width, in pixels, of the line.

Line Width is displayed when Show Extended Details is selected

Attachment Text

This tab shows details about the text on Stamps, Pop-up notes, Rich Text notes and Drop- down notes.

Attachment Font

This tab shows details about the font used for the text on Stamps, Pop-up notes, Rich Text notes and Drop-down notes.

Attachment Modes

This tab shows the extended details about the colours used for the attachments.

The Attachment Modes tab is displayed only when Show Extended Details is selected.

Select All

Click to select all the attachments listed in the window.

Delete Selected

Click to delete all the selected attachments.

Show Extended Details

Select to show extended details for the attachments on the page.

Delete Attachment

This button enables you to delete an attachment. See “Delete an Attachment” on page 829 for more information.

Area Highlighting Buttons

The toolbar's third group of four icons are the Area Highlighting Selection options. The available colours are, from left to right: Yellow, Blue, Green and Red.

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An example of highlighting:

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Add Note Buttons

The toolbar's fourth group of three icons are the add Drop-down Note, Rich Text Note and Pop-up Note icons.

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Drop-down Note:

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Rich text note

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Rich text notes are entered in single point mode. This enables the user to select the rich text note button on the Attachments toolbar and then to click on a page and enter the text.

The note is automatically resized as the [Enter] key is pressed. To convert the single point rich text note to a dual point note, click in the note so the toolbar is displayed.

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Hover the mouse pointer over the last button in the toolbar. The tooltip Convert to a dual point text attachment is displayed. Click the button. The note is converted to a dual point rich text note. When more text is added to a dual point rich text note, scroll bars are added to display all the text. A dual point rich text note can also be resized.

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To convert the dual point rich text note to a single point note, click in the note so the toolbar is displayed. Hover the mouse pointer over the last button in the toolbar. The tooltip Convert to a single point text attachment is displayed. Click the button. The note is converted to a single point rich text note.

Pop-up note

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Enter a title for the note in the Note Title text box and the actual note in the Note Text box. The following information is stored for each pop-up note:

Created By – the DataStoreDSX username of the person who created the note.

Created On – the date and time the note was created.

Last Modified By – the DataStoreDSX username of the person who last edited the note.

Last Modified On – the date and time the note was last edited.

Click OK to save the new note or Cancel to close the window without saving the new note.

Freehand Highlighting Buttons

The toolbar's fifth group of six icons are the Freehand Highlighting Selection options. The available colours are, from left to right: Blue, Red, Green, Yellow, Turquoise and Pink.

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Freehand Highlighting Selection example:

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Redact and Blank Out Buttons

The toolbar’s sixth group of two icons are the Redact an area and Blank out an area options.

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Redact an area example:

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Blank out an area example:

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Freehand Pens & Black Straight Line

The toolbar's seventh group of five icons are the Freehand Pen Selection & Black Straight Line icons. The available freehand pen selection colours are, from left to right: Black, Blue, Green and Red.

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Freehand Pen Selection example:

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Black Straight Line example:

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Stamps

The toolbar's eighth (and final) group, contains the Stamp attachment options. The available stamp options, in the drop-down list, are: Audited, Cancelled, Checked, Lapsed, Paid, Please Note, Received and Void. The text entered in the Stamp text box is displayed on the stamp.

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Stamp example:

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Add Attachments

  1. Click Edit Attachments image to ensure the Attachment Mode selection icons are activated.
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  2. Select the required Area Highlighting, Drop-down Note or Text Note, Freehand Highlighting, Freehand Pen or Black Straight Line attachment icon. (To add a Stamp attachment, see “Add a Stamp Attachment” below.)
  3. Position the mouse pointer and click the mouse button to draw the selection on the required area of the displayed page.
  4. Continue adding attachments, as required, by following steps 1 to 3 above.
  5. When you have finished adding the attachments, click the Edit Attachments icon again to ensure the Attachment Mode selection icons are de-activated.

Add a Stamp Attachment

  1. Click the Stamp addition button, on the left-hand side.
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  2. Then, from the drop-down list on the right-hand side, select the required Stamp.
  3. If required, type in a helpful note, date, etc., into the stamp's text box. This will be displayed in the stamp.
  4. Then, with the mouse pointer, select the area of the displayed page where you want the stamp to be positioned and click the mouse button.
  5. Continue adding Stamp attachments, as required, by following steps 2 to 4 above.

Edit a Note Attachment

You cannot Edit a stamp's inserted text. To change a stamp's inserted text you must replace the original stamp with a new stamp. See “Add a Stamp Attachment, above.

  1. Click Edit Attachments image to ensure the Attachment Mode selection icons are activated.
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  2. With the mouse pointer, click on the Drop-down note or Rich text note attachment to be edited and enter the new text.
  3. Double-click on a pop-up note to open the Notes Manager window. The Notes Manager is described below.

Notes Manager

The Notes Manager window enables you to manage all the pop-up notes on the page.

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The window is described in Table 203.

Table 203. Terminology: Notes Manager

Term

Meaning

Add Note

Click the Add Note button to add a new pop-up note in the top left corner of the page. The Create New Popup Note window is opened. Enter the note title and text and click OK to save the note or Cancel to close the window without adding the note.

Delete Notes

Select one or more notes from the list and click the Delete Notes button to delete the currently selected notes.

Title

The titles given to the listed pop-up notes.

Created By

The DataStoreDSX username of the people who created the listed pop-up notes.

Created On

The dates and times the listed pop-up notes were created.

Last Modified By

The DataStoreDSX username of the people who last edited the listed pop-up notes.

Last Modified On

The dates and times the listed pop-up notes were last modified.

Currently Selected Note Title

When a single pop-up note is selected, its title is displayed here and can be edited. Once you have finished editing it, click the Update Note button to save the changes.

Currently Selected Note Text

When a single pop-up note is selected, its text is displayed here and can be edited. Once you have finished editing it, click the Update Note button to save the changes.

Update Note

This button is active when a selected pop-up note’s title or text has been edited. Click this button to update the selected note with the changes entered.

Created By

When a single pop-up note is selected, the DataStoreDSX username of the person who created it, is displayed.

Created On

When a single pop-up note is selected, the date and time it was created is displayed.

Last Modified By

When a single pop-up note is selected, the DataStoreDSX username of the person who last modified it, is displayed.

Last Modified On

When a single pop-up note is selected, the date and time it was last edited is displayed.

Move an Attachment

  1. Click Edit Attachments image to ensure the Attachment Mode selection icons are activated.
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  2. To move an attachment from its current position, while holding down the keyboard's Shift key, click it and drag it to another position.

Delete an Attachment

  1. Click Edit Attachments image to ensure the Attachment Mode selection icons are activated.
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  2. With the mouse pointer, click on a single selection or select multiple attachments by enclosing them in a selection rectangle: move the pointer to a position near an attachment, click the mouse button and drag it around the attachments you want to select, then release the mouse button.
  3. Click the red Delete button, on the toolbar, to delete the selected attachment(s).image

Custom Action Button(s)

When a Custom Action is configured, the button is displayed to the right of the attachments toolbar, as shown. Up to seven Custom Action buttons can be displayed.

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Click the icon to run the Custom Action.

The graphic used for the icon is configured as part of the Custom Action configuration and therefore, might not be the same as the icon shown here.

See “Creating a Custom Action” for an example showing how to create a Custom Action.

Navigation Toolbar

The Navigation Toolbar is shown when the Navigation Toolbar button is selected in the Search Template. See “Navigation Toolbar” for more information.

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Search Result Navigation Buttons

The up/down arrow icons help the user to navigate between search results.

From left to right, the first icon navigates to the first search result. The second navigates to the previous search result. The third icon navigates to the next search result and the fourth navigates to the last search result.

Page Result Navigation Buttons

The left/right arrow icons help the user to navigate between pages of a document.

From left to right, the first icon navigates to the first page of the document. The second navigates to the previous page. The third icon navigates to the next page of the document and the fourth navigates to the last page of the document.

The Page text box enables the user to enter the page number of the document to display.

The Page Navigation and Page options are only available when a Page-level field is searched on and a result is found with multiple pages. These icons are not available when a search is performed on a Page-level field.

Display Toolbar

The Display Toolbar is shown when the Display Toolbar button is selected in the Search Template. See “Display Toolbar” for more information.

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Click on an icon in the graphic above to go to the relevant topic.

Rotate 90 Degrees Anticlockwise

The first icon rotates the search results 90 degrees anticlockwise.

Rotate 90 Degrees Clockwise

The second icon rotates the search results 90 degrees clockwise.

Fit to Width

The third icon resizes the search results to the width of the document viewing pane.

Fit to Height

The fourth icon resizes the search results to the height of the document viewing pane.

Zoom Slider

The Zoom slider control enables the user to change the magnification of the search results. When the slider is all the way to the left the document is displayed at 10% magnification. When the slider is all the way to the right, the document is displayed at 400% magnification.

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