How Tos

Scan a Batch

1. Ensure that the batch of documents is ready for scanner. Check the following:

  • No staples or clips of any kind (any metal or plastic will seriously damage the scanner)
  • No folded corners or frayed top
  • All pages are generally the same size
  • Separator pages are inserted between each set of pages making up a document

2. Open the Batch Manager by double‐clicking on the Batch Manager icon on the desktop orby navigating through the Start menu to the Batch Manager program.

3. Enter your username and password

  • Your username and password will be provided to you at training
  • You will be required to change your password during training

password

4. Click the Create Batch icon, located in the upper left

batch

5. Select the appropriate Batch Class from the drop down list (see screenshot on next page)

  • Campus AP
  • Campus AP (VID)

6. Enter your initials in the Name field before the date/time stamp

  • If you change the Batch Class, the Name field will be overwritten

7. Click the Save button to create the batch

batch

8. Click the Close button to return to the Batch Manager

9. Click the blue Process Batch icon to open the Scan module, located in the upper left

 process

10. Load a batch of documents into the scanner

  • DO NOT load more than 100‐150 pages at a time
  • Ensure that each document has a Patch T separator sheet

IMPORTANT: Make sure to keep track of how many documents you expect to scan

11. From the Scan module, click the blue SCAN button

  • The scanner should automatically start scanning documents

scanner

12. After each stack of documents is scanned, you will be prompted to confirm whether or not scanning is complete.

  •  If not, simply add more paper to scanner (it will auto‐start)
    • If scanning complete, click the Cancel button
Review Scanned Images

1. From within the Scan module, click on a specific document icon on the Batch Contents tree

  • The first page of the document will be displayed on the right portion of the screen

scan

2. To view thumbnails of individual pages within a document, double‐click on the document icon or click on the plus (+) sign next to the document icon

3. To view additional pages within the same document, expand the document and click on the thumbnail desired. You can also use arrow keys to navigate the tree.

4. There are a variety of viewing tools available: Zoom, Pan, Rotate, etc

  • Additional zoom options can be found by right‐clicking on the image
  • Double‐clicking on the image will restore full‐page view

IMPORTANT: Check that you scanned as many documents as you expected

Blank Pages

Kofax will typically delete the back of a page automatically, if it is blank. Kofax determines if it is blank by calculating how much darkness is on the page and comparing that to a threshold setting. This threshold  is intentionally set very low – we don’t want to accidently delete a valid page.

If you find a blank page

Feel free to delete it, but do not feel obligated. Blank pages take up very little space and deleting them does not free up page count volumes. Delete the page by selecting its thumbnail and pressing “Delete” on the keyboard.

Skewed Pages

Kofax will typically rotate a page that is off‐center automatically. However, it will often fail if there is text going both horizontal and vertical directions on the page, or if the text is primarily hand‐written.

If you find a skewed page

Rotate it from the Scan module so that it is easier to index and view in the future. Use the two rotation buttons directly above the image of the page to rotate it 90 degrees clockwise or counter‐clockwise.

Manual Separation

If for some reason a Separator Sheet fails to automatically separate two documents, it is possible to manually separate them.

To split a document into two document

Right‐click on the thumbnail of the first page you want in a new document. Select “Split Document”. A new document will be created with all pages after (and including) the page you clicked on.

VRS Settings

If pages are not being rotated, or blank pages are not being deleted, make sure your VRS profile is set to the correct default: Campus AP

Right‐Click on the VRS tray icon (Lower left of your windows screen) and check the Profile

ReĀ­scan Documents

1. Insert the page needing to be re‐scanned into the scanner

2. From the Batch Contents tree, right‐click on the image which needs to be re‐scanned

  • This should open a pop‐up menu

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2.Select “Replace” from the menu

  • The scanner should automatically scan the page
  • Once scanned, the old image should be replaced with the newly scanned page
Index a Batch

1. Open the Batch Manager by double‐clicking on the Batch Manager icon on the desktop orby navigating through the Start menu to the Batch Manager program

application

Note: You can leave the Batch Manager open without using an available Kofax license.

2. Enter your username and password

 login

 3. Highlight a batch which ready for Validation

  • The batch could also be in a “Suspended” status – that is OK

add capture

4. Click the blue Process Batch icon to open the Validation module

5.The Index input screen and the first document needing validation will be displayed

  • Only the first page of the document is shown – typically everything you need is on the first page
  • You can click on Next Page icon to see additional pages of an individual document

ascent capture

Note:The document #, current page #, and total document count are displayed on the lower right of the screen. If not visible, expand your window.

6. Locate the DaFIS # on the image

  • It may be necessary to Pan or Zoom to locate the DaFIS # ‐ these tools can be selected from the menu bar above the image
  • The default action of the mouse is a Zoom Window. Hold down left‐click to create a box over the DaFIS # and release. This will zoom directly to the DaFIS #

Validation

7. Enter the DaFIS # in the appropriate Index field to the left of the image

  •  Do not enter a “01” source code for the DaFIS #

 8. Press <TAB> to move to the next index field

  •  The remaining index fields should populate automatically from the DaFIS TP database

validation

9. Verify that the data returned matches the information on the image

  •  For example, check that the vendor on the image is the same as the name returned
  • If data does not match, either the DaFIS # entered into the index field is incorrect or the DaFIS # written on the image is incorrect. If the image and the index match, it will be necessary to research the correct DaFIS # in DaFIS TP.
  • Always enter the correct DaFIS # in Kofax, even if the number on the image is incorrect

10.  Repeat steps 5 – 9 until all documents in the batch have been indexed with the correct DaFIS #

11. After indexing all documents, you will be prompted to close the batch. Click the Yes button.

  • This can also be done by clicking the Close Batch icon in the Scan module, but only if you have indexed all the documents

validation

12. The batch can now be released via an automated process

  • Note
    • Only an approved DaFIS Doc # will be accepted.
    • Underlined index fields are required. You will not be able to <TAB> out of a required field unless there is data in the field
Reject a Document (Quality Control)

From time to time, you may encounter a poorly scanned document or a document which cannot be indexed. In this case, it is necessary to REJECT the document and either rescan or delete it using the Quality Control module

1. While viewing the document in the Validation module, press <Ctrl> + R or select Reject Document from the Document toolbar menu

2. Enter a reason for the rejection in the Free‐form section. This note will be useful if someone else is going to do the rescanning.

  •  Examples: “No Employee #”, “Document scanned badly”

rejection

3.Click the OK button to reject the document

4. Once the batch is closed, you will receive the following message. Click the OK button.

validation

5.Open the Quality Control module by Processing the batch from the Batch Manager

manager

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Note: The red X through the document icon indicates which document was rejected. The reason is shown at the bottom of the screen.

6. The Quality Control module allows all the same functions as the Scan Module:

  • Delete pages or documents
  • Rotate pages or documents
  • Replace pages or scan all new documents

 7. Perform the necessary actions to resolve the problem indicated in the note

 8. Close the batch by clicking the Close Batch icon on the top of the screen

 9. The batch will now go to the Validation queue again. Process the batch to open Validation module. You will receive the following message:

validation

 10. Click the Yes button to close the batch

11. The batch is now available to be released via the automated process

Track a Batch status

1. Open the Batch Manager and enter your username and password

2. Find the batch in the list. You can sort by Name, Date, Queue, Status, or Station ID

3. Check the status and queue by looking at the appropriate columns

batch manager

Status

Description

Ready

Available to be processed by the current Queue

In Process

Batch is currently being processed in the current Queue

Suspended

Processing has started in the current Queue, but has been paused

Error

Batch has an error in the current Queue (valid status if in Quality Control queue)

Remember: The Batch Manager can be used to:

  • Create a batch
  • Open the Scan module
  • Open the Validation module
  • Open the Quality Control module

Note: Any batch which is “In Process” is currently using a Kofax license.

Retrieve a Document (web client)

1. Navigate to the following website address: https://edms.ucdavis.edu

 2. Enter a valid username and password and click the Login button

  • This should match the username and password you use to log into your computer
  • Make sure to enter the prefix “ad3\” before your username

oracle

 Note: You may be prompted to save your login information. This will save a “cookie” on the computer you are currently using which will automatically log you in the next time you go to the website. It is advisable to only do this on your own PC.

3. Click on the AP Search Saved Search link on the left of the page

edms

4. Enter your search criteria and click the Execute link at the top‐left of the screen

  • You can search by any combination of the fields offered
  • You can select different operators using the drop downs next to the field name

edms

Y  The “contains” operator will add a wildcard to both sides of whatever criteria you enter

Y  Leave the Document Type blank to retrieve all types of documents, otherwise you can select a specific Document Type to retrieve

Y  You can retrieve a range of Pay Dates (or Scan Dates) by entering the first with an operator “>=” and the second in the “<=” field

5. The Search Results window displays a row for each document that matches the search criteria

  • If there is only one document returned, the ImageViewer will open automatically

6. To view a document, click on the hyperlink # to the left of the search result. This will open the Oracle ImageViewer tool.

  • To retrieve multiple documents at once, check the box next to each document and click the View link above

edms

Y   Search results can be sorted by any index value by clicking on the index column header 

Y   By default, only 10 search results are displayed on a page. This can be increased to a maximum of 100 by modifying your User Preferences (Go To ‐> Preferences) 

Y   A maximum of 1000 documents can be listed in the Search Results for any given criteria

7. The ImageViewer offers a variety of tools to view or modify the document

  • Page controls (next page, previous page, zoom, print, etc) are located along the top bar
  • Annotation tools (rotate highlight, redaction, etc) are located along the left bar

oracle

bar

  1. Window Control
    • Controls how is each page displayed: full window, individual tabs, or cascading windows
  2. File Open
    • Opens a file on your computer for viewing (not applicable for EDMS)
  3. Fit to Window
    • Fits the page horizontally, vertically, or entirely within the current window
  4. Zoom
    • Click to zoom in or zoom out, can press multiple times
  5. Page controls
    • First page, Previous Page, Go To Page #, Next Page, Last Page
  6. Print
    • Sends a page or entire document to local printer
  7. Close
    • Closes the current page or the entire document
  8. Annotation On/Off
    • Turns on or off the display of annotations
  9. n/a
    • Not used for this implementation
  10. n/a
    • Not used for this implementation
chart

Note: Annotations can be created, edited, or removed by anyone in Payroll.

IMPORTANT: Annotations stay on the document even if it is emailed or printed – except sticky notes.

Requesting Access to EDMS (Search/Scan)

During the implementation of EDMS, the department will designate one (or many) individuals to be authorized for making user access requests. When a new user comes on-board at a department, the authorized individual should make a request to the EDMS Help Desk.  The request should include the following information about the new user:

  • Full name
  • Kerberos ID (not password)
  • Email address
  • Specific access being requested:
    1. Which batch classes they can retrieve
    2. Which batch classes they can modify index values
    3. Which batch classes they can delete
    4. Which batch class they can scan/index
  • IT Contact from your Department (Department IT contacts are listed on Confluence)
Batch Manager Slow/Unresponsive

slow

Steps to perform:

  1. Close the Scanner
  2. Reboot your system
Install Batch Manager

Batch Manager is required to process and review the scanned batches.

For installing Batch Manager on your computer, check with your IT Team (Department IT contacts are listed on Confluence) to ensure required people have appropriate permissions to install. Once you confirm with your IT Team, contact edmshelp@ucdavis.edu and EDMS support team will assist on this further.

Help Page

  1. Review  How-To’s
    • How-To page has steps for Scanning, Indexing, and Retrieving
  2. Ask a co‐worker
    • If you are trying to do something, it is likely someone else has tried to do before.
    • Maybe they already know the answer.
  3. Email the EDMS Help Desk

Supplemental content

EDMS Help

*Subject :

* Your E-mail:
 

* Describe Your Issue:
[Access/Security request, enhancement request, stuck batches, hardware problem, new to EDMS or other general requests]

IT Contact Person [from your department]

Type of documents to be scanned/Name of Batch/Search you need help with