Digital Content Manager Getting Startedmysupport.download.microfocus.com/SSO/online_help... · Getting Started Version 1.0. Document information Digital Record Center™ Getting Started

Digital Record Center™Getting Started

Version 1.0

Document informationDigital Record Center™ Getting StartedDigital Record Center™ Version 1.0Printed June 2007Printed in USA

Iron Mountain Support Information800.888.2774 [email protected]

CopyrightCopyright © 2007 Iron Mountain Incorporated or legal entity. All Rights Reserved.

TrademarksIron Mountain, the design of the mountain, and Digital Record Center are trademarks or registered trademarks of Iron Mountain Incorporated. All other trademarks and registered trademarks are the property of their respective owners.

ConfidentialityCONFIDENTIAL AND PROPRIETARY INFORMATION OF IRON MOUNTAIN. The information set forth herein represents the confidential and proprietary information of Iron Mountain. Such information shall only be used for the express purpose authorized by Iron Mountain and shall not be published, communicated, disclosed or divulged to any person, firm, corporation or legal entity, directly or indirectly, or to any third person without the prior written consent of Iron Mountain.

DisclaimerWhile Iron Mountain has made every effort to ensure the accuracy and completeness of this document, it assumes no responsibility for the consequences to users of any errors that may be contained herein. The information in this document is subject to change without notice and should not be considered a commitment by Iron Mountain.

Iron Mountain 745 Atlantic AvenueBoston, MA 02111800.899.IRON www.ironmountain.com

mailto://[email protected]

mailto://[email protected]

mailto:[email protected]

http://www.connected.com

http://www.connected.com

Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

How is this manual organized? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5Related documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

Related manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6Other resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7Typographical conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7Graphical conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

Contacts/Reporting problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8Technical support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8Iron Mountain Web site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8

Chapter 1: Product overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9

Topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10

Available features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10About the Digital Record Center client application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11

What does it look like? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11Navigation section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12Search in section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13Search results section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14Messages section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14Help link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

Chapter 2: Using the Digital Record Center™ Client Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15

Topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

What is a folder? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16What is a document? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16Typical tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Client application requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17Installing the Java software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

Accessing the application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20Before you log in . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20Logging in . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20Logging out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20Time out after no activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

Changing your password. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21Change Password button location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21

Customizing the application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22Resizing sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22Hiding search criteria after a search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23

TABLE OF CONTENTS

Iron Mountain Incorporated Digital Record Center™ Getting Started 3

Table of Contents

Finding folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24How to find folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24Example 1: Finding folders using Find . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25Example 2: Finding folders using All Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25Example 3: Finding folders using Recent Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26

Finding documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27How to find documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27The search form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27Search example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29

About the viewer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31The viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31Setting viewer preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32

Viewing documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34Opening a document in the viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34Using the zoom tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34Changing the document orientation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35Changing the document background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36Changing brightness and contrast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37

Annotating documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38Adding an annotation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38Printing annotations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38

Copying and exporting documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39Emailing a copy of a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39Copying a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40Exporting a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41

Working with document properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42Editing document properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42Downloading document properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45

4 Digital Record Center™ Getting Started Iron Mountain Incorporated

PREFACE

Iron Mo

This manual is written for users who need to retrieve or access documents archived in the Digital Record Center™ system. Readers of this manual should have familiarity with using a Web browser.

How is this manual organized?
This manual is organized into the following sections:
Section Description

Chapter 1: Product overview This chapter describes the features of the Digital Record Center application.

Chapter 2: Using the Digital Record Center™ Client Application

This chapter describes how to search for documents and how you can work with the documents you find.

untain Incorporated Digital Record Center™ Getting Started 5

Related documentation

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The following sections list related documents and other documentation resources.

Related manual
The following manual provides additional information about the Digital Record Center solution.:
Manual Description

Digital Record Center™ Administration Describes the administrative tasks related to configuring the Digital Record Center application.

Other resources
The following resource provides additional information about the Digital Record Center product:
• Online help — All applications provide procedural and conceptual information in an online help system. Click the help or ? button to open the online help.

ital Record Center™ Getting Started Iron Mountain Incorporated

Conventions

Iron Mo

The following tables list the various conventions used in Iron Mountain documentation. We follow these conventions to help you quickly and easily identify particular elements, processes, and names that occur frequently in documents.

Typographical conventions
This manual uses the following typographical conventions:
Convention Description

Bold text Indicates one of the following:

• New terminology

• A file or folder name

• A control in an application’s user interface

• A registry key

• Important information

Italic text Indicates the title of a manual or publication or a variable for which you supply a value.

Monospaced text Indicates code examples or system messages.

Monospaced bold text Indicates system commands that you enter.

Graphical conventions
This manual uses the following graphical conventions:
Convention Description

Indicates additional information that may be of interest to the reader.

Indicates cautions that, if ignored, can result in damage to software or hardware.


Contacts/Reporting problems

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Refer to the following sections for information about contacting Iron Mountain Incorporated for assistance or reporting problems.

Technical support
Use the following to contact technical support:
• Email: [email protected]

• Telephone: 800.888.2774 U.S. 1-800-888-2774 E.U. +49 6102 8828855

Iron Mountain Web site
Access the Iron Mountain Web site at the following URL:
www.ironmountain.com


http://www.ironmountain.com/digital

1

PRODUCT OVERVIEW

Iron Mo

This chapter provides an overview of the Digital Record Center™ client application, including the standard features and a description of the user interface.

The Digital Record Center client application allows you to view, retrieve, and annotate documents archived in the Digital Record Center system.

Topics
This chapter includes the following topics:
To learn about. Refer to:

The features you can use. Features, on page 10

The different components in the Digital Record Center client application.

About the Digital Record Center client application, on page 11


Chapter 1/Product overview Features

Features

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The Digital Record Center client application is a Web-based application that allows you to search for and work with digital documents archived with Iron Mountain in the Digital Record Center system.

Available features
You can use the Digital Record Center client application to:
• Find documents that are archived with Iron Mountain.

• View documents in the Digital Record Center viewer.

• Copy complete documents or copy parts of a document

• Annotate documents.

• Edit document properties.

• Email documents to another person.

• Download document properties in a file that you can view in a spreadsheet application (for example, Microsoft Excel).

The system administrator must assign the correct permissions to enable users to access these features.


About the Digital Record Center client application Chapter 1/Product overview

About the Digital Record Center client application

Iron Mo

After you log in to the Digital Record Center client application, you can use the displayed page to search for documents, obtain information about the document, and open the document viewer.

Refer to Chapter 2: Using the Digital Record Center™ Client Application for instructions about accessing the application.

What does it look like?
The following illustration shows an example of the page that you see after you log in to the Digital Record Center client application.
Navigation section Search in section Help link

Search results sectionMessages section

u
ntain Incorporated Digital Record Center™ Getting Started 11

Chapter 1/Product overview About the Digital Record Center client application

Navigation section

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The Navigation section displays the types of searches that you can select. The following illustration shows an example of the Navigation section.

Find box: allows you to enter a name to find a specific folder that you want to search.

All Folders: Allows you to select any of the folders to which you have access.

Recent Folders: Allows you to select a folder that you recently used.

ital Record Center™ Getting Started
Iron Mountain Incorporated

About the Digital Record Center client application Chapter 1/Product overview

Search in section

Iron Mo

The Search in section allows you to specify search criteria. The following illustration shows an example of the Search in section.

Related information
Refer to How to find documents, on page 27 for details about enterin4g search criteria in the Search in section.

Chapter 1/Product overview About the Digital Record Center client application

Search results section

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After a search completes, you can view the results in the Search results section. The following illustration shows an example of the Search results section.

Related information
Refer to Chapter 2: Using the Digital Record Center™ Client Application, beginning on page 15 for details about working with documents displayed in the Search Results section.
Messages section
The Messages section displays the most recently generated message. To display a complete list of all messages, click anywhere in the Messages section. The following illustration shows an example of a complete list of messages.
Help link
Clicking Help displays the online Help system for the application. The online Help system provides additional information about the tasks you can perform using the Digital Record Center application.

2

USING THE DIGITAL RECORD CENTER™ CLIENT APPLICATION

Iron Mo

This chapter describes how to use the Digital Record Center client application to find and work with documents archived in the Digital Record Center system.

Topics
This chapter contains the following topics:
To learn about... Refer to:

Basic concepts Concepts, on page 16

Client application requirements Client application requirements, on page 17

Logging into and out of the application Accessing the application, on page 20

Customizing the application appearance Customizing the application, on page 22

Finding folders Finding folders, on page 24

Finding documents Finding documents, on page 27

The document viewer About the viewer, on page 31

Viewing documents Viewing documents, on page 34

Adding notes to documents Annotating documents, on page 38

Copying all or part of a file. Copying and exporting documents, on page 39

Changing or downloading document properties. Working with document properties, on page 42


Chapter 2/Using the Digital Record Center™ Client Application Concepts

Concepts

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The basic concepts described in this section can help you to use the Digital Record Center client application effectively.

What is a folder?
Your Iron Mountain administrator organizes information in related collections called folders. You can think of a folder as a container for related information, such as statements, invoices, or correspondence, just like a manila folder is used in a metal filing cabinet. When you open a folder, you have access to the information contained in that folder. For example, a billing folder could contain the reports for customer transactions over the past two years. Folders are identified by name, for example, Insurance Policies.
What is a document?
Documents represent indexed groups of pages. Typically a document is a logical section of a larger report, such as an individual customer statement within a report that contains thousands of statements. A document can also be a part of a larger report. For reports that do not have logical groups of pages, such as transaction logs, Digital Record Center can divide the report into groups of pages. The groups of pages are individually indexed, and the client can retrieve the groups of pages much more efficiently than it can retrieve the entire report.
Typical tasks
To work with the documents archived in the Digital Record Center system, you need to:
1. Select the folder in which the document is stored. Refer to Finding folders, on page 24 for step-by-step instructions.

2. Use a search method to locate one or more documents of interest. Refer to Finding documents, on page 27 for step-by-step instructions.

3. Once you have a list of documents displayed, you have several options for working with these documents, depending on the permissions that the system administrator assigns to you.

For example, you can view the document, copy the document, or email the document to another location. Refer to Viewing documents, on page 34 and Annotating documents, on page 38 for information about the available document options.


Client application requirements Chapter 2/Using the Digital Record Center™ Client Application

Client application requirements

Iron Mo

The following table lists the client application requirements.

Software and system settings Requirements

Web browser • Internet Explorer 6.0.1 or later.

• Firefox 1.5 or later.

The Web browser should be configured to support frames and the JavaScript™ language.

Java software Without the Java software, you cannot access images

You can install any of the following:

• IBM JRE 1.4.2 and later.

• Sun JVM 1.4.2.

• Sun JVM 1.5.0.

Screen resolution 1024 x 768 resolution or greater.

Installing the Java software
Java is an internationally recognized applet from Sun Microsystems. You can obtain a free software download from the Java Web site.
Determine your Java version
To determine which version of Java is installed on your system, go to:
http://java.com/en/download/help/testvm.xml

Download the software
1. To download the correct version of the Java software, go to the following URL and locate the JDK/JRE- 5.0
item on the displayed form (refer to the following diagram):

http://java.sun.com/products/archive/


http://java.com/en/download/help/testvm.xml

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2. Select 5.0 update 11 from the JDK/JRE - 5.0 list.

3. Double-click downloaded file and follow the displayed instructions to install the software.

Configuring the software
After installing the software, you need to disable automatic updates for the Java software. The following table describes the steps for this task.
Step Example

1. From the Start menu, select Control Panel.

2. Double-click the Java icon to open the Java Control Panel window.

3. Select the Update tab

4. Clear the Check for Updates Automatically check box to deselect this option.


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5. When prompted to do so, click Never Check.

Step Example


Chapter 2/Using the Digital Record Center™ Client Application Accessing the application

Accessing the application

Before you log in

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To access the Digital Record Center client application, you need:

• A user ID and password.

• The URL for the Digital Record Center client application.

• The name of the server that you need to access.

Your system administrator should be able to provide the information that you need.

Logging in
To log in:
1. Open a Web browser and enter the URL for the Digital Record Center client application.

2. Enter your user ID in the User ID box.

3. Enter your password in the Password box.

4. Select the appropriate server from the Server list, if it is not already selected. Your system administrator can tell you which server to select.

5. Click Log In.

If the log in is successful, the application displays the main page. If the log in is not successful, the application displays an error window.

Logging out
For security purposes, you should always log off after you are finished working with the Digital Record Center client application. To log off:
1. Click Log Out at the top right side of the page. The application prompts you to confirm that you want to log out.

2. Click OK in the displayed window to continue logging out; click Cancel to return to the main page of the application.

Time out after no activity
If you leave the application open and do not perform any tasks, your session times out. If you try to do anything in the application after that time, the application prompts you to log in again.
Typically, your session times out after 30 minutes pass without any activity. Your configuration settings may vary.


Changing your password Chapter 2/Using the Digital Record Center™ Client Application

Changing your password

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You can change your password when the login page is displayed. Do the following:

1. Click Change Password.

The login page expands to show additional boxes where you can type the new password.

2. In the Password box, type your current password.

3. In the New Password box, type the new password.

4. In the Confirm Password box, type the new password again.

5. Click OK.

Change Password button location
The following illustration shows the location of the Change Password button on the login page.
Click this button...

To display new password boxes

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Chapter 2/Using the Digital Record Center™ Client Application Customizing the application

Customizing the application

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You can adjust the size of the sections in the main page. You can also choose whether to display the search criteria and the search results at the same time. Customizing the application is useful if you want to maximize space for a particular section.

Resizing sections
You can adjust the size of the Search In and Search Results sections. Do the following:
1. To resize the Navigation section:

a. Place the mouse cursor to the right of the section until it turns into a double arrow (↔).

b. Drag the mouse left or right.

2. To resize the Search in and Search results sections:

a. Move the mouse cursor to the bottom of the Search In section until the mouse cursor turns into a double arrow ( ).

b. Move the cursor up or down.

The following illustrations show an example of where you place the mouse cursor to resize the different sections.

Place the mouse cursor here and drag left or right.

Place the mouse cursor here and drag up or down

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Customizing the application Chapter 2/Using the Digital Record Center™ Client Application

Hiding search criteria after a search

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You can choose to continue to display your search criteria after the search completes or display the search results only. To display the search results only, clear the Keep search criteria open after clicking Search check box. Otherwise, select this check box to display both the search criteria and the results on the same page.


Chapter 2/Using the Digital Record Center™ Client Application Finding folders

Finding folders

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Before you can view a document, you must select a folder from the Navigation section.

How to find folders
The following table describes the different methods you can use to find folders.
Find All Folders Recent Folders

Enter part or all of a folder name in the Find box:

1. Expand Find Folders in the Navigation section, if it is not already expanded.

2. Type the full or partial name for the folder.

Folder names are case sensitive. You do not need to use wildcard characters at the beginning or end of your search string, because the server automatically inserts them.

You can use the following wildcard characters: asterisk (*), percent sign (%), question mark (?), or underscore (_).

3. Click the binoculars icon next to the Find box. If the application finds any folders that match what you typed, it displays them below the Find box.

View a list of all folders that you can access:

1. Expand All Folders in the Navigation section.

2. Select the folder that you want to search. The application displays the search criteria for the selected folder in the Search in section.

View a list of folders that you recently used:

1. Expand Recent Folders in the Navigation section.

2. Select the folder that you want to search. The application displays the search criteria for the selected folder in the Search in section.


Finding folders Chapter 2/Using the Digital Record Center™ Client Application

Example 1: Finding folders using Find

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Assume that you want to find the folder that contains Human Resource documents for a specific country. You know that all of the Human Resource folders start with the word Human but you are not sure of the full name of the folder. You could type Hu to display all folders that start with the letters, Hu. Your result could look similar to the following:

The search results display below the Find box

Type your search text in the Find box

Click the binoculars icon to start a search

Example 2: Finding folders using All Folders
Suppose you do not know the names of the folders that you can use. You can display all of these folders by expanding All Folders in the Navigation section. Your result could look similar to the following:
Expanding All Folders displays all the folders you can use

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Chapter 2/Using the Digital Record Center™ Client Application Finding folders

Example 3: Finding folders using Recent Folders

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Suppose you are working with documents in the Insurance Policy and Insurance Claims folders. To quickly return to either of these folders, you can expand Recent Folders in the Navigation section to display the two folders that you recently used. Your result could look similar to the following:

Expanding Recent Folders displays the folders you recently used

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Finding documents Chapter 2/Using the Digital Record Center™ Client Application

Finding documents

Iron Mo

Once you determine which folder you want to use, enter search criteria in the search form to find one or more documents in the folder.

After you find one or more documents, you can use the viewer to look at the document, copy it, or export it to another file. Refer to the following topics for more information:

• About the viewer, on page 31.

• Viewing documents, on page 34.

• Annotating documents, on page 38.

• Copying and exporting documents, on page 39.

• Working with document properties, on page 42.

How to find documents
Do the following:
1. Find a folder (refer to Finding folders, on page 24 for step-by-step instructions for finding folders).

2. Click the folder to select it. The application displays a search form in the Search In section.

3. In the Search In section, type the information you want to use to find a specific document.

The search form
After selecting a folder, the application displays a search form in the Search in section. The information you can type in the search form varies depending on the folder you select. Your system administrator customizes each search form to display information that is appropriate to finding the documents associated with a specific folder.
The following illustration shows an example of a search form for documents in an insurance policy folder.


Chapter 2/Using the Digital Record Center™ Client Application Finding documents

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Search operatorsSearch categories

Search form buttons

Search categories
The search categories represent the values (or search criteria) you can specify to locate one or more documents. In some cases, you type text, in others you select a date. You may also need to select a value from a list.
Search operators
The search operators allow you to specify how the search should apply your search criteria. Depending on how the search form is customized, you may be able to select one or all of these operators. To select a search operator, click on the button to display the available choices.
The following table describes the different search operators.

Search operator Description

Like The search looks for a document whose name contains the text that you type.

Equals The search looks for a document that contains the exact text that you type.

Between The search looks for a file that has a date that occurs between specified start and end date.


Finding documents Chapter 2/Using the Digital Record Center™ Client Application

Search form buttons

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The following table describes the function of each search form button.

Button Function

Search Starts a search for a document based on the entered search criteria.

Clear Removes all search criteria from the form. Clicking this button does not change the Search operators.

Reset Removes all search criteria from the from and changes the Search operators to the default settings.

Clear results Removes the list from the Search results section after a search completes.

Search example
Assume that you have a insurance policy number and you want to view a document associated with that policy. You know that the insurance policy documents are stored in the Insurance Policy folder. The following table illustrates the steps you take to find this document.
Steps Example

1. In the Find box, you type, In. The application displays the folders, Insurance Policy and Invoices.

2. You know you want to view an insurance policy, so you click the Insurance Policy folder to select it.

The Search In section displays a search form that shows the type of information you can type to find a specific policy.

3. Since you know the policy number is 10352136412, you select Equals from the Search Operator list and type the policy number in the box next to the Search Operator.


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4. Click Search. The application displays the document in the Search Results section. You are now ready to use the viewer to display the document.

Steps Example


About the viewer Chapter 2/Using the Digital Record Center™ Client Application

About the viewer

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The viewer allows you to display one or more documents in the search results list. It provides the following options:

• View one or more documents listed in the Search Results section.

• Copy all or some a document.

• Export the entire document to a file.

The viewer
The following illustration shows an example of the viewer.
Document tab Toolbar Thumbnails

Document tab
Each document that you open in the viewer has a document tab associated with it. If you open multiple documents at one time, the viewer displays a tab for each document. Select a tab to display the document associated with it.
Toolbar
The toolbar contains the available tools that you can use when viewing the document. Tools that appear as grey are not enabled for use. Placing your mouse cursor over a tool displays a tool tip that describes the tool’s function. To use a tool, click the icon for the tool.
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Chapter 2/Using the Digital Record Center™ Client Application About the viewer

Thumbnails

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Displaying thumbnails allows you to focus on a specific area of a document. For example, if you zoom out to 200%, you most likely will not be able to view the entire document on your computer screen. You can move the selection box in the thumbnail to view a specific part of the document.

Refer to Using the zoom tools, on page 34 for instructions about using thumbnails.

Setting viewer preferences
The viewer preferences enable you to customize the document view, print, and annotation settings. To set the preferences, do the following:
1. Click the Preferences icon in the upper right side of the viewer toolbar. The following illustration shows an example of the Preferences icon:

2. Select the type of preference you want to set from the left navigation.

3. Type or select the values you want to use.

4. Click OK.

Exporting or importing preferences
You can save your existing preferences in a file and then import them at a later time. Do the following
1. After setting your preferences for all categories, click Export.

2. When prompted to do so, select a location for the file and type a name in the File name box.

3. Click Save.

4. To import the settings, click Import and select the file to import.


About the viewer Chapter 2/Using the Digital Record Center™ Client Application

Viewer example

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The following illustration shows an example of the Preferences window.

1. Click the Preferences icon2. Select preference type to set

3. Import or export preferences

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Chapter 2/Using the Digital Record Center™ Client Application Viewing documents

Viewing documents

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When viewing documents, you can change the viewing size as well as the appearance of the document.

Changing any of the settings applies to the currently displayed document only.

Opening a document in the viewer
The following table shows how you can select files for viewing.
Steps Example

1. Select a folder and search for a document.

2. Select the check box next to each document you want to view.

To view all documents, select the check box at the top of the Search results list.

3. Click the eyeglass icon. Select a single document

Select all documents

Open viewer

Using the zoom tools
The following table shows the available zoom options that you can use to change the display size of a document.
Zoom Options Example

• Select a value from the Zoom list.

• Click the magnifying glass to the left of the Zoom list to zoom out or decrease the size of the document display.

• Click the magnifying glass to the right of the Zoom list to zoom in or increase the size of the document display.

Zoom out Zoom in Zoom list

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Viewing documents Chapter 2/Using the Digital Record Center™ Client Application

Using thumbnails to view part of a document

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The following table shows how to use thumbnails to view a specific part of a displayed document.

Steps Example

To display only part of a document:

1. Place your mouse cursor on the lower right corner of the selection box in the thumbnail. The mouse cursor changes to a double-sided arrow.

2. Drag the corner to change the size of the box. The viewer displays only the content that is within the selection box.

To move the focus to a specific part of a document:

1. Place your mouse cursor in the selection box until it changes to a hand icon.

2. Drag the box to a a different location in the thumbnail. The view of the displayed document moves to show the content that is in the location you selected.

Changing the document orientation
You can rotate documents or adjust the way the document fits in the viewer window. The following table shows the options you can select for rotating and adjusting the document fit.
Rotate Document Fit

Select arrow next to the Rotate icon to display a list of choices Select arrow next to the Fit icon to

display a list of choices

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Chapter 2/Using the Digital Record Center™ Client Application Viewing documents

Changing the document background

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You can reverse the background and foreground colors for a displayed document. For example, if the document has black text on a white background, you can change the display so the document has white text on a black background. Click the Invert document icon to change the document foreground and background.

The following illustration shows what a document with black text and white background looks like after you invert it.


Viewing documents Chapter 2/Using the Digital Record Center™ Client Application

Changing brightness and contrast

Iron Mo

You can adjust the brightness and contrast settings for the currently displayed document. The following table shows an example of how to adjust the appearance of the image.

Steps Examples

1. Click the Adjust Image icon in the tool bar.

The application opens the Adjust Image window

2. Move the sliders to adjust the brightness or contrast settings or type a percentage in the box next to the slider.

The window allows you to preview the affects before you accept them.

3. Click OK to accept the displayed changes and close the Adjust Image window or click Apply to apply the changes without closing the window.

Sliders to adjust image brightness and contrast

Copy Selected Area icon

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Chapter 2/Using the Digital Record Center™ Client Application Annotating documents

Annotating documents

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If you have the correct permissions, you can add notes, called annotations, to individual documents. Depending on the access assigned to an annotation, you may be able to view annotations that other users create.

Adding an annotation
You can add annotations to a document displayed in the Search results section after a search completes. You can add annotations to one document at a time only.
The following table shows an example of adding an annotation to a document.

Steps Example

1. Select a document in the Search results section.

2. Click the Annotations icon.

The application opens the Annotations window which displays any existing annotations that you have permission to view.

3. Click Add in the Annotations window.

The window expands to display a box where you can enter an annotation.

4. Type a note in the Contents box.

5. Select the type of access for the note. You can select any of the following:

- Public — Allows any user to see your annotation.

- Private — Allows the user who created the annotation, application group administrators, and system administrators to view the annotation.

- Private for group — Allows the users in the selected group, application group administrators, and system administrators to view the annotation. Any user in the group can also add an annotation to the document.

6. Click Save.

Type a new annotation

Read existing annotations

Printing annotations
To print existing annotations:
1. Click the Annotations icon.

2. Click Print in the Annotations window.

3. When prompted to do so, select the printer and click OK.


Copying and exporting documents Chapter 2/Using the Digital Record Center™ Client Application

Copying and exporting documents

Iron Mo

If you have the correct permissions, you can email a copy of a document to another person, copy some or all of a document, or export the document to a file.

Emailing a copy of a document
The following table explains how to email a copy of a document to another person.
Steps Example


2. Click the Email icon.

The application opens the E-mail page.

3. Type the recipient’s email address in the To box. For example, [email protected].

4. Type your email address in the From box. For example, [email protected].

5. Type a description of the document in the Subject box.

6. Enter a message to the recipient in the Message box.

7. Select whether to include a copy of the document or a link to the document.

8. Specify a name for each document.

If you choose to email a copy of the document you can specify a name that is different from the default name or file type. If you choose to send a link, you cannot edit the file name.

9. Specify whether to include annotations with the email.

10. Click Send.


Chapter 2/Using the Digital Record Center™ Client Application Copying and exporting documents

Copying a document

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The following table describes how to select a portion of a document and copy it.

Steps Example

1. Open a document in the viewer.

2. Click the Select Area icon in the tool bar.

3. Place the mouse cursor in the top left of the area in the displayed document that you want to copy and drag the mouse to draw a box around the area that you want to copy.

4. Click the Copy Selected Area icon.

5. Paste the content to a file, for example, a Microsoft Word file. The content you paste is an image, not text.

Area selected for copying

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Copying and exporting documents Chapter 2/Using the Digital Record Center™ Client Application

Exporting a document

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The following table describes how to export a copy of a document to a file.

Steps Example

1. Open a document in the viewer.

2. Click the Export icon in the tool bar.

3. In the Export window, select a location where you want to put the file. or click Browse to select a location.

4. Enter a file name.

5. Select the type of file you want to create from the Filename list.

6. Select the appropriate options for handling annotations, if necessary. These options are active only if public annotations are associated with the document.

7. Click OK.


Chapter 2/Using the Digital Record Center™ Client Application Working with document properties

Working with document properties

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Document properties provide information that identifies a specific document. If you have the correct permissions, you can edit the values for the document properties or download them to a file that you can import into a spreadsheet application.

Editing document properties
The following table explains how to change the existing document properties.
Steps Example


2. Click the Edit Properties icon.

The application opens the Edit Properties window.

3. Type new values for the properties that you want to change.

4. Click OK.


Working with document properties Chapter 2/Using the Digital Record Center™ Client Application

Downloading document properties

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You can save the document properties to a comma-separated values file (.csv) that you can import into a spreadsheet application, such as Microsoft Excel.

The following table explains how to download the properties to a file.

Steps Example

1. Select a document in the Search results section

2. Click the Download Properties icon in the tool bar.

3. When prompted to do so, specify a location where you want to save the file.

4. Click OK.


Chapter 2/Using the Digital Record Center™ Client Application Working with document properties

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Aannotations

adding to a document 38printing 38

Cclient requirements 17concepts

document 16folder 16

copying a document 40customizing

hiding search criteria 23main page 22resizing sections 22

Ddocument

annotating 38copying 40description 16emailing 39exporting 41finding 27viewing 34

document propertiesdownloading 43editing 42

Eemailing a document 39exporting a document 41

Ffinding documents 27

example 29search categories 28search form 27search form buttons 29search operators 28

folders


description 16finding with All Folders 24finding with Find 24finding with Recent Folders 24finding, example using All Folders 25finding, example using find 25finding, example using Recent Folders 26how to find 24

Iinstallation

Java 17

JJava installation 17

Llogging in

how to 20requirements 20time out 20

logging out 20

Mmessages section 14

NNavigation section 12

Ppassword, changing 21

Rrequirements, client 17

SSearch in section 13Search results section 14

INDEX

Digital Record Center™ Getting Started 45

Index

Ttasks 16time out 20

Vviewer

changing document orientation 35document tabs 31example 33exporting or importing preferences 32opening documents 34setting preferences 32thumbnails 32tool bar 31using thumbnails 35using zoom tools 34

viewingabout the viewer 31documents 34

46 Digital Record Center™ Getting Started