OpenText
™
ApplicationXtender
®
WebAccess
Version16.3
UserGuide
LegalNotice
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TableofContents
Preface................................................................................................................................7
Chapter1GettingStarted............................................................................................9
CommonfeaturesofApplicationXtenderWebAccess.........................................9
Documentstorageanddisplay..........................................................................10
Supportedles.............................................................................................10
Imageles...............................................................................................10
COLD,ERM,andtextles........................................................................10
RichTextFormat,HypertextMarkupLanguage,andExtensible
MarkupLanguageles.............................................................................11
Portabledocumentformatles..................................................................11
Unsupportedles.........................................................................................11
Foreignles.............................................................................................11
OLEobjects..............................................................................................12
Operationalmodes...........................................................................................12
ApplicationXtenderWebAccessDocumentViewer............................................12
DocumenttypessupportedbyDocumentViewer...........................................12
LoggingintoApplicationXtenderWebAccess...................................................13
LogginginbyusingCMsecurityconguration..............................................13
LogginginbyusingWindowssecurityconguration......................................14
LogginginbyusingADFSorCAS.................................................................14
Switchingbetweenmultipledatasources...........................................................15
Changingyourpassword..................................................................................15
ApplicationListview........................................................................................16
KeyboardShortcuts..........................................................................................16
LoggingoutofApplicationXtenderWebAccess.................................................16
Automaticlogout.........................................................................................16
Sessionexpiration.........................................................................................17
Chapter2CustomizingYourSystem...........................................................................19
Conguringdatasourceusersettings................................................................19
Conguringusersettingsforanapplication.......................................................25
UsingtheEndorsementfeature.....................................................................26
Chapter3CreatingDocuments....................................................................................27
Enablingthescanner.........................................................................................27
Conguringthescanner....................................................................................27
Importingandscanningdocuments...................................................................27
Creatingdocumentsinbatches..........................................................................28
Uploadingbatches........................................................................................28
Workingwithbatchlists...............................................................................29
Batchlistmenuandtoolbaroptions...........................................................29
3
TableofContents
Unlockingbatches...............................................................................30
Refreshingtheuploadedbatcheslist......................................................30
Managingbatches.........................................................................................31
Addingpagestobatches...........................................................................31
Switchingbetweenimportingandindexingstates......................................31
Copyingormovingbatchpages................................................................31
Indexing..........................................................................................................32
ApplicationXtenderdocumentindexes..........................................................32
Indexingtypes..............................................................................................33
Manualindexing......................................................................................33
Autoindexing..........................................................................................33
KeyReferenceindexing............................................................................33
Indexingbatchesmanually............................................................................34
Attachingbatchpagestodocuments..........................................................35
Additionaloperationsforabatch...............................................................35
Usingtheexistingindexdata.........................................................................36
Selectingataskafterbatchindexing...............................................................37
UsingtheAutoIndexfeature........................................................................37
UsingtheKeyReferencefeature....................................................................38
Full-textindexing.............................................................................................38
Chapter4RetrievingDocuments.................................................................................39
Queryfunctionality..........................................................................................39
Single-applicationsearches...............................................................................40
Creatingqueries...........................................................................................40
Usingadvancedindexvaluesearchcriteria................................................40
Usingfull-textqueries...............................................................................41
Usingexpressionsearchoperators.........................................................42
Usingdocumentretentionqueryoptions...................................................43
Searchingdocumentproperties.........................................................................43
Multipleapplicationsearches............................................................................44
Conguringmulti-applicationsearches..........................................................44
Usingmulti-applicationsearches...................................................................45
Workingwithsavedsearches............................................................................45
Workingwithqueryresults...............................................................................46
Exportingselecteddocuments.......................................................................46
Documentdisplayfromqueryresults............................................................46
Printingselecteddocuments..........................................................................47
ExportingselectedCOLDdocuments.............................................................48
Emailingselecteddocuments........................................................................48
Exportingdocumentindexes.........................................................................49
Submittingselecteddocumentstoworkow..................................................50
Submittingselecteddocumentsforfull-textindexing......................................50
SubmittingselecteddocumentstoprocessOCR..............................................50
Deletingselecteddocuments.........................................................................51
PerformingAdHocTextSearchonSelectedDocuments.................................51
ThedifferencebetweenxPloreandnon-xPloreApplications........................51
Wilcardsupport.......................................................................................52
CustomizingtheQueryResultsview.............................................................52
Chapter5ViewingDocuments.....................................................................................53
UsingThumbnails............................................................................................53
Operationmodes..............................................................................................54
Normalmode...............................................................................................54
Check-in/check-outmode..............................................................................54
4
TableofContents
Read-onlymode...........................................................................................56
ReasonAuditmode......................................................................................57
DocumentViewertoolbarandmenuoptions......................................................57
Viewingsubpages........................................................................................57
Viewingversionsofapage............................................................................57
Displayingimageinformation.......................................................................58
Addingannotations......................................................................................58
Viewingdocumentproperties.......................................................................58
Viewingrevisionhistory...............................................................................58
Usingtextview............................................................................................59
Performingatextsearch................................................................................59
Viewingforeignles.........................................................................................59
ViewingApplicationXtenderReportsManagementreports.................................59
Chapter6ManagingDocuments..................................................................................61
Usingtheemailfunctionality.............................................................................61
Registeringemailaddresses..........................................................................61
Changingtheregisteredemailaddress...........................................................62
Savingemail................................................................................................62
Creatingnewpageversions..............................................................................63
Movingorcopyingdocumentpages..................................................................63
Exportingdocuments........................................................................................64
AddingpagestoApplicationXtenderdocuments................................................65
Scanningpagestodocuments............................................................................65
Fieldmasking...................................................................................................65
Modifyingindexeldvalues.............................................................................66
Batchdeletingdocuments.................................................................................66
Chapter7Annotations.................................................................................................69
Annotationtypes..............................................................................................69
Creatinglineandshapeannotations..................................................................70
Conguringannotationproperties.................................................................70
Addingannotationtypes...............................................................................71
InteractionbetweenredactionsandOCR/full-text.......................................72
Creatingtextannotations..................................................................................73
Rubberstampannotations.................................................................................73
Addingrubberstampannotations.................................................................73
Hidingannotations...........................................................................................74
Modifyingannotations......................................................................................74
Deletingannotations.........................................................................................75
Managingannotationsecurity...........................................................................75
Conguringrubberstampsecurity................................................................76
Chapter8WorkingwithDocumentRetention..............................................................79
Retentionconcepts............................................................................................79
Filingdocumentsforretention...........................................................................80
Managingdocumentsunderretention...............................................................81
RetentionAdministrationwizard......................................................................81
5
TableofContents
6
Preface
ThisguideprovidesinstructionsaboutusingApplicationXtenderWebAccesstocreateandmanage
ApplicationXtenderdocuments.Formoreinformationabouthardwareandsoftwarerequirements,
seetheOpenTextApplicationXtenderReleaseNotes.
Revisionhistory
RevisiondateDescription
December2017Initialpublication
7
Preface
8
Chapter1
GettingStarted
ApplicationXtenderWebAccessenablesyoutocreate,index,retrieve,andmanage
ApplicationXtenderdocuments.
ApplicationXtenderWebAccessusestheApplicationXtendersecurityproles.Whenyoulogin
withanApplicationXtenderusernameandpassword,theApplicationXtenderaccessprivileges
andrestrictionsareineffectthroughouttheApplicationXtenderWebAccesssession.Theaccess
privilegesthataregrantedtoyouruseraccountcontrolthedocumentsthatyoucanaccesswithin
ApplicationXtenderWebAccessandthefunctionalitiesthatareavailablewhenyouworkwith
documents.
UnderstandingApplicationXtenderconceptsandtermscanhelpyouuseApplicationXtenderWeb
Accessmoreeffectively.Formoreinformation,seetheOpenTextApplicationXtenderAdministration
Guide.
CommonfeaturesofApplicationXtenderWeb
Access
ApplicationXtenderWebAccessprovidesyouwithmanyfunctionalitiestoworkwithcontent.
Thesefunctionalitiesenableyouto:
•Scandocumentstocreateneworaddtoexistingdocumentsorbatches,usingCaptivaCloud
Toolkit.
•AddelectroniclestotheApplicationXtenderrepositoryasindividualdocuments,batches,
andindividualpages.
•Indexdocumentsbyspecifyinginformationintheapplication-specicindexelds.Indexing
enablesyoutoorganize,search,andretrievedocumentsefciently.Youcanalsoindexbatches
thathavebeenaddedtoapplicationsbyusingotherApplicationXtenderproducts.
•Retrievedocumentsbyusingvarioussearchmethods,suchasindexvaluesearches,multiple
applicationsearches,anddocumentpropertysearches.Youcanalsoselectdocumentstoview,
edit,andprint,andyoucanemaildocumentsandpagesasattachmentsorlinks.
•Attachannotationsorredactionstohighlightimportantinformation,commentonthecontentsof
thepage,orblockareasofthepagefromview.
•Modifyindexeldvaluesandexportdocumentindexes.
•Filedocumentsforretentiontoprotectthemfromaccidentallosses.
9
GettingStarted
Documentstorageanddisplay
YoucanstoreanytypeofleinApplicationXtender.Dependingonthetype,ApplicationXtender
storeslesassupportedorunsupportedletypes.Whenyoucaptureelectronicles,
ApplicationXtenderrstveriestheletype,andthenstorestheleastheidentiedtype(suchas
image,text,foreignleformat).Thefunctionsavailablearele-typedependent.Featuresthatare
availablewithoneletypemightnotbeavailableinanother.Also,supportedandunsupportedles
typesaredisplayedindifferentways.
Supportedles
TheApplicationXtenderWebAccessDocumentViewerdisplaysthecontentofsupportedletypes.
Nativelysupportedletypesinclude:textles,ComputerOutputtoLaserDisk(COLD)documents,
EnterpriseReportManagement(ERM)les,imageles(JPEG,GIF,TIFF,WindowsBitmap,PCX,
DCX,andTGA),RichTextFormat(RTF)les,HypertextMarkupLanguage(HTML)les,Extensible
MarkupLanguage(XML)les,andAdobePortableDocumentFormat(PDF)les.
Youcanaddannotationstoimage,text,andPDFles,andyoucanprocessimagelesandimage-only
PDFlesbyusingOpticalCharacterRecognition(OCR).(OCRrequiresanoptionalpurchase.)
Youcanalsoprint,email,andexporttheseles.
Note:Non-imagePDFandnon-textPDFleswillnotbeOCRedbytheindexagent.
Imageles
ImagelesarestoredincommonformatssuchasTIFF,JPEG,GIF,andBitmap.TheRenderServer
rendersallotherimageformats,includingTIFF,intooneoftheseformatstoenableproperdisplayof
imagelesindifferentplatformsandbrowsers.
Bydefault,ApplicationXtenderWebAccessstoresimagesintheirnativeformat(forexample,aTIFF
leisstoredasaTIFFle).ItcanalsostoreimagelesinadifferentformatifApplicationXtender
supportsthatformat.Whenyoustoreanimageleinaspecicimageformat,ApplicationXtender
ignorestheoriginalformatandstoresallimagesintheselectedformat.
Note:ProgressiveJPEGlesarenotsupported.Theselesareimportedasforeignles.
COLD,ERM,andtextles
COLDdataisthereportdatathatisgeneratedfromexistingapplications,whichareindexedbyusing
anextractionprocess,anddownloadedintoApplicationXtenderapplications.Aftertheimport,the
lesarestoredinthecompressedtextleformatthatisproprietarytoApplicationXtender.
Formoverlaysthatareadded(fromApplicationXtenderReportsManagement)tothesedocuments
enableyoutoviewthereportdatainthecontextofastandardform.Youcannotaddformoverlays
toPDFdocumentsfromApplicationXtenderReportsManagement.TheRenderServerrenders
COLDandERMdocumentswithformoverlays.
10
GettingStarted
Note:Usually,textlesdisplayastextles;otherwise,theydisplayasforeignles.ASCII,EBCDIC,
andEBCDIKarethesupportedtextformats.
RichTextFormat,HypertextMarkupLanguage,andExtensible
MarkupLanguageles
ApplicationXtenderstoresRTF,HTML,andXMLlesasforeignles.Awebpageistypicallyin
HTMLformat.IfyouhaveaccesstotheIndexAgentforfull-textindexing,youcansubmitRTF
andHTMLlesforfull-textindexing.
Portabledocumentformatles
TheRenderServerrendersPDFlesasimages.
YoucanaddannotationstoaPDFleandalsoperformfunctionssuchasprinting,exporting,and
emailing.
IfthesoftwarecannotextracttextfromaPDFle,thepagesareprocessedfortextcontentby
usingOCR.IfyouhaveaccesstotheIndexAgentforfull-textindexing,youcansubmitPDFles
forfull-textindexing.
Note:Non-imagePDFandnon-textPDFleswillnotbeOCRedbytheindexagent.
Unsupportedles
UnsupportedlesarestoredinApplicationXtenderintheirnativeformatandincludeforeignles
andObjectLinkingandEmbedding(OLE)les.
Foreignles
WhenyouimportlesthatarenotnativelysupportedinApplicationXtender,itstoresthemas
foreignles,intheirnativeleformat.
Pagesthatareimportedasforeignlesarerepresentedasalink.Toviewthecontentsofthepageand
pageinformation,rstexporttheforeignleandthenopenitinathird-partyviewer.Annotation
buttons,zoomcontrols,andtherotatefunctionarenotavailableforforeignles.
Youcanperformfunctionssuchasprinting,exporting,andemailingforforeignles.Ifyouhave
accesstoanIndexAgentforfull-textindexing,youcansubmitforeignlestotheIndexAgent.
11
GettingStarted
OLEobjects
Whenyouinsertalethatisnotsupportedasanobject,throughApplicationXtenderDocument
Manager,ApplicationXtenderusesOLEtoembedthele.TheOLEobjectsarestoredintheirnative
leformat.YoucanviewonlythepageinformationoftheseobjectsinApplicationXtenderWeb
Access.YoucannotsubmitOLEobjectsforfull-textindexing.
Operationalmodes
YouraccesstodifferentfunctionalitiesalsodependsontheApplicationXtenderoperationalmodes:
check-in/check-outmode,normalmode,andreasonauditmode.Formoreinformation,seethe
OpenTextApplicationXtenderAdministrationGuide.
ApplicationXtenderWebAccessDocument
Viewer
ApplicationXtenderWebAccessDocumentViewerisacross-platformandcross-browsercompatible
moduleofApplicationXtenderWebAccess.TheviewersupportsMicrosoftInternetExplorer,
MicrosoftEdge,MozillaFirefox,AppleSafari,andGoogleChrome.Itenablesyoutoviewimages
thatarerenderedbytheRenderServer.
DocumenttypessupportedbyDocumentViewer
YoucandisplaythefollowingdocumenttypesinDocumentViewer.Thesedocumenttypesarea
subsetofthesupporteddocumenttypesthatApplicationXtendersupports.
DocumenttypeComments
ImagePresetzoomratiosareprovided.Annotation
viewingandeditingaresupported.
COLDZoomratiosandcolorbarsaresupported.You
cancongurefontsettingsandcolorbarsettings
intheUserSettingspage.
COLDwithTextFormOverlayBydefault,displaysthedocumentasspecied
intheUserSettingspage.However,youcan
changethecurrentviewofadocumentby
turningtheTextFormOverlayoptiononoroff
fromthePagemenuofthedocument.Color
barsarenotsupportedwhentheTextForm
Overlayoptionisturnedon.
12
GettingStarted
DocumenttypeComments
COLDwithImageFormOverlayCOLDdocumentswiththeImageFormOverlay
optionarerenderedasimagelesbytheRender
Server.YoucanturntheImageFormOverlay
optiononandofffromthePagemenu.
ForeignFileForeignlesappearaslinks.Youcandownload
thelesbyaccessingthelinks.
PDFFileYoucanviewaPDFleeither:
•Asanimage,whichenablesyoutoperform
annotationsandzoomoperations
•Inanewtaborinlineinthevieweroranew
windowofthebrowser,ifthebrowsercan
displayPDFlesintheirnativeformat
Note:NotalldocumentsautomaticallyopenintheDocumentViewer.Toviewaforeignle,suchas
aWorddocument,clickthelinkinDocumentViewertoaccessthedocumentinitsnativeapplication
ortorenderitsothatitopensinanotherwindow.Forinformationabouthowtoviewforeignles
withinDocumentViewer,seeViewingforeignles,page59.
LoggingintoApplicationXtenderWebAccess
ProvidecredentialstologintothedefaultdatasourcewhenyoulaunchApplicationXtender
WebAccess.Theproceduretoprovideyourcredentialsdependsonthesecurityproviderthatis
conguredforthedatasourceandtheauthenticationmodethatisconguredforApplicationXtender
WebAccess.
Thesesecuritycongurationsareavailable:
•CMsecurity
•Windowssecurity
•ActiveDirectoryFederationServices(ADFS)
•CentralAuthenticationService(CAS)
Formoreinformation,seetheOpenTextApplicationXtenderAdministrationGuide.
LogginginbyusingCMsecurityconguration
1.Typethewebaddress(forexample,https://<webServer>/AppXtender)forApplicationXtender
WebAccessinabrowser.
2.Inthelogindialogbox,selectthenameofthedatasourcefromthelistbox.
3.TypeyourApplicationXtenderloginusernameandpasswordinthecorrespondingtextboxes.
Ifyouhavenotbeenassignedausernameandpassword,contacttheApplicationXtendersystem
administratortoobtainanApplicationXtenderuseraccount.
13
GettingStarted
4.Toenablethefull-textsearchcapabilityduringthesession,selectRequestFull-TextSearch
Support.
Afteryouselectthisoption,theoptionremainsenabledsothatyouhavefull-textsearchsupport
eachtimeyoulogin.Youcancancelthissupport,ifrequired.
Note:IfyourApplicationXtenderuseraccountdoesnotincludefull-textprivileges,orifyou
havefull-textprivilegesbutthemaximumnumberoffull-textlicenseshasbeenexceeded,the
full-textcriteriasectiondoesnotappearwhenyoucreateoreditasearchcriterion.
5.ClickSIGNIN.ApplicationXtenderWebAccessdisplaysalistofapplications.
LogginginbyusingWindowssecurityconguration
IftheApplicationXtendersystemadministratorhasnotenabledautomaticloginforWindows
security,logintoaWindowssecuritydatasourceinthesamewaythatyoulogintoaCMsecurity
datasource.
TheApplicationXtendersystemadministratorcanenableautomaticloginwhenconguring
Windowssecurity.Thesystemadministratorcanalsorequestfull-textlicensesupportatthetime
ofautomaticlogin.ForInternetExplorerorChromebrowsers,theWindowssecurityprovider
automaticallyauthenticatesusersloggingintoApplicationXtenderWebAccess,withouttheneedto
gothroughtheapplicationlogindialogbox.IftheWindowsaccountisinvalidforthedatasource,
theloginattemptfails.
Note:FortheFirefoxbrowser,orifthedeploymentisnotconguredfortheInternetExplorer
orChromebrowsers,adialogboxpromptsyouforyourWindowscredentialstologinto
ApplicationXtenderWebAccess.
Forinformationaboutsecuritycongurations,seetheOpenTextApplicationXtenderAdministration
Guide.
LogginginbyusingADFSorCAS
BothADFSandCASprovideSingleSign-On(SSO)authenticationservices.TheApplicationXtender
administratormustcongureADFSorCASinformationintheweb.configletoenable
ApplicationXtenderWebAccesstosupportADFSorCAS.TheADFSorCASserversmustbe
conguredtobeabletoreturntheuserinformationtoApplicationXtenderWebAccessforvalidation.
Toenablevalidation,theuserinformationmustbeaddedintotheApplicationXtenderdatasource
inadvance.
1.ClicktheCASLOGINortheADFSLOGINbuttonontheloginpage.
ThewebbrowserredirectsyoutotheCAS/ADFSserverloginpage.
2.TypeyourCASorADFSserverloginusernameandpassword.
14
GettingStarted
Oneoftheseeventsoccurs:
•TheCAS/ADFSserververiesthecredentials,and,iffoundinvalid,waitsforyoutotypethe
correctcredentials.
•TheCAS/ADFSserververiesthecredentials,and,iffoundvalid,redirectsthebrowser
toApplicationXtenderWebAccess,alongwiththeuserinformation(logincredentials).
ApplicationXtenderWebAccesscomparestheuserinformationwiththedataavailableinthe
AXdatasource.Ifitndsamatch,theApplicationXtenderWebAccesshomepageappears.
•IfApplicationXtenderWebAccessfailstondamatchingrecordintheApplicationXtender
datasource,itdisplaysanerrormessageandredirectsyoutoitsloginpage.TrytheSSOlogin
againorloginbyusingCMorWindowscredentials.
Switchingbetweenmultipledatasources
Afteryoulogintoadatasource,youcanseethecurrentdatasourcenameandyourloginnameonthe
titlebar.Ifmultipledatasourcesareavailable,youcanselectanyoftheotheravailabledatasources
withinApplicationXtenderWebAccess.Thisfeatureenablesyoutoworkwithapplicationsfromtwo
ormoredatasourcesduringasinglesession.Youmusthavesecurityrightstoaccessthedatasources.
Toswitchtoanotherdatasource,selectadatasourcefromthelistboxnexttothedatasourcename
onthetitlebar.Whenyouselectadatasource,oneoftheseeventsoccurs:
•Ifyouhavealreadyloggedintotheselecteddatasource,youareautomaticallyswitchedtoit.
•Ifyouhavenotyetloggedintotheselecteddatasource,thelogindialogboxappears.The
logindependsonthesecurityproviderforthedatasourceandtheauthenticationmodethatis
conguredforApplicationXtenderWebAccess.
ForinformationaboutloggingintoadatasourcewithCM,Windows,ADFS,andCASsecurity
congurations,seeLoggingintoApplicationXtenderWebAccess,page13.
Changingyourpassword
AtanytimeduringtheApplicationXtenderWebAccesssession,youcanchangeyourpasswordfor
anyactivedatasourcethatisconguredwithCMsecurity.Whenyouchangeyourpasswordfora
datasource,yourApplicationXtenderpasswordforthatdatasourcealsochanges.
Note:IftheApplicationXtenderadministratorconguresApplicationXtenderbyusingthe
WindowsNTsecuritymodel,youcannotchangeyourpasswordwithinApplicationXtender
WebAccess.Instead,youcanchangeyourpasswordbyusingWindowsNT.Your
ApplicationXtender/ApplicationXtenderWebAccesspasswordautomaticallychangestothe
passwordyousetbyusingWindowsNT.
Formoreinformation,seetheOpenTextApplicationXtenderAdministrationGuide.
Tochangethepasswordforadatasource:
1.IntheApplicationListview,clickyourloginnameonthetitlebarandselectChangePassword
fromthelistbox.
15
GettingStarted
2.IntheChangePassworddialogbox,typeyourcurrentpasswordandthenanewpassword.
3.Toconrmthechange,typethenewpasswordagain.
4.ClickCHANGE.
ApplicationListview
TheApplicationListviewconsistsofatreestructurethatliststheapplicationsyoucanaccessfrom
thedatasource.Whenyouclickanapplicationfromthetreeviewontheleft,thelistofqueriesthat
areconguredfortheapplicationappearsintherightpanel.Youcancreatenewqueriesandrun
existingqueriesforanapplicationfromthisview.Thenewandsavedqueriesalsoappearunderthe
respectiveapplicationsintheApplicationListview.
KeyboardShortcuts
ApplicationXtenderWebAccessincludeskeyboardshortcutstoperformcertainfunctions,suchas
uploadingdocumentsandbatches,managingbatches,andworkingwithindocuments.Pressthe
questionmarkkeytodisplayamenuthatdescribestheavailablekeyboardshortcutsfortheview.
LoggingoutofApplicationXtenderWebAccess
WhenyounishworkingwithApplicationXtenderWebAccess,logoutcorrectlytoensurethatthe
licenseassignedtoyouisavailabletoanotheruser.
Tologout,clicktheLogOuticonontheright-mostofthetitlebar.
IfyouloggedinbyusingtheSSOfeature,clickyourloginnameonthetitlebarandselectSSO
Logoutfromthelist.YouarenowloggedoutofbothApplicationXtenderWebAccessandthe
externalauthenticationserver.
Automaticlogout
TheApplicationXtendersystemadministratorcancongureApplicationXtenderWebAccessto
enableautomaticlogout.Ifautomaticlogoutiscongured,youareautomaticallyloggedoutwhen
youclosethebrowserwindow.
Note:Youarealsoautomaticallyloggedoutwhenyouperformarefreshortypeanotheraddress
intheaddressbar.Whenyouperformanautomaticlogout,apop-upwindowappearstosend
thelogoutrequesttotheserver.Ifyouhaveblockedthepop-upwindowinthebrowsersetting,
theautomaticlogoutfunctiondoesnotwork.
16
GettingStarted
Sessionexpiration
IfApplicationXtenderWebAccessremainsinaninactivestatelongerthanthepredenedperiod,your
sessionexpires.Thesystemadministratorconguresthisperiod.Youareredirectedtotheloginpage
whenyoutrytoperformanoperation.Aftersuccessfullogin,youcanthenperformtheoperation.
Formoreinformation,seetheOpenTextApplicationXtenderAdministrationGuide.
17
GettingStarted
18
Chapter2
CustomizingYourSystem
Usersettingsareconguredatthesetwolevels,eachindependentoftheother:
•DataSource:Conguresettingsthatbelongtoadatasource.
•Application:Conguresettingsthatbelongaspecicapplication.
YourcongurationoptionsettingsaresavedintheApplicationXtenderserveraspartofyouruser
prole.DependingontheApplicationXtendersecurityprivilegesthataregrantedtoyourprole,
youmightnothaveaccessto,orbeabletoview,alltheoptions.Thesesettingsstayineffectfor
yourApplicationXtenderWebAccesssessions,regardlessofwhichworkstationyouareworking
onorwhichbrowsertypeyouusetologin.Youcanchangethecongurationsettingsatanytime
tomeetyourrequirements.
Formoreinformationaboutconguringuserproles,seetheOpenTextApplicationXtender
AdministrationGuide.
Conguringdatasourceusersettings
1.ClickyourloginnameonthetitlebarandselectUserSettings.
2.IntheDataSourcetaboftheUserSettingspage,specifythefollowingdetails:
SectionoreldDescription
Search/ResultSet
DisplayDocumentinSeparatePopupWindowOpenseachdocumentinaseparatebrowser
window.
Note:Thissettingappliesonlywhenyouopen
documentsfromtheQueryResultspage.It
doesnotaffectdocumentdisplayduringbatch
importordocumentindexing.
AutoOpenDocumentifQueryYieldsOne
Result
Whenaqueryretrievesonlyonedocument,
thedocumentautomaticallyopensinthe
DocumentViewer.
ShowDocumentIDIncludesApplicationXtenderdocumentIDsin
thequeryresults.
ShowPreviousDocumentVersionDisplaysthepreviousdocumentrevisionsin
thequeryresults.
19
CustomizingYourSystem
SectionoreldDescription
DocumentIDSortOrderSetsthesortorder(theorderinwhicharesult
setissortedanddisplayed,basedonthe
documentID)fordocumentsinthequery
results.
QueryResultsPageSizeLimitLimitsthenumberofresultsperpageinthe
queryresult.Typeanynumberfrom1to500.
EnableDocumentPropertiesSearchConguresthesearchcriteriapagetoinclude
documentpropertiesaswellasdocument
indexvalues.
DocumentIndexExportFormatSetstheformatforexportingdocumentindex
values.
EnablePreviewThumbnailsforEach
DocumentinQueryResults
Enablesyoutospecifywhethertopreview
thumbnailsforeachdocumentinquery
results.
PageIndexofPreviewThumbnailSetswhichpagewillbeusedinthumbnail
preview.
DocumentView
PromptforCheckoutPromptsyoutocheckoutthedocumentwhen
youopenitfromtheQueryResultspage.
ShowPageThumbnailsDisplayspagethumbnailsforanopen
document.
EnableInlineRenderingofForeignFilesEnablesHTMLexportofforeignlesonthe
serverside.
UseBrowsertoDisplayPDFFilesProvidesalinktoviewthePDFlesinanew
browsertaborwindowifthebrowsercan
displayPDFlesintheirnativeformat.You
canalsoinstallAdobeAcrobatReadertoview
PDFles.
UseBrowsertoDisplaySecuredPDFFilesProvidesalinktoviewthesecuredPDFles
inanewbrowsertaborwindowifthebrowser
candisplayPDFlesintheirnativeformat.
YoucanalsoinstallAdobeAcrobatReaderto
viewPDFles.
EnableInlineViewingofPDFFilesEnableinlineviewingofPDFlesinlinein
ViewerinsteadofaPDFlelinkwhileusinga
browsertodisplayPDFlesorsecuredPDF
les.
ViewNativeImagesDisplayBitmap,GIF,JPEG,PNGimages
inViewerinnativeformatwithoutRender
Servercapability.
20
CustomizingYourSystem
SectionoreldDescription
TheNumberofPagestoPre-renderSetthenumberofpagestopre-renderafter
currentpageisloaded.Itsvalidvalueisfrom
0to5anditsdefaultvalueis3.Sets0means
turnsoffpre-renderfunction.
Index
ShowIndexViewEnablesyoutospecifywhethertodisplay
indexeldsforanopendocument.
CheckforMatchingIndexWhenyouindexanewdocument,checksfor
duplicateindexentriesfordocumentsinthe
currentapplicationandprovidesanerror
messageifamatchingindexisfound.
EnableDualDataEntryEnablesyoutosetdualdataentryasthe
requiredmethodforenteringdocument
indexes.Selectedbydefault.
IgnoreDateStampIgnoresthedatestampeldforthematching
indexcheck.
Import
EnableScanningScanfeaturecancreateanewAXdocumentor
anewAXbatch.Itcanalsoscandocuments
intoanexistingAXdocumentorAXbatch.
DisplayBatchinSeparatePopupWindowOpensthebatchinaseparatewindow.
ImportEmailAttachmentasNewPageWhenimportingemail(.msg)toAX,the
attachment(s)willbesplitasnewpage(s)in
thedocument.
StartNewDocumentfromatemporaryBatchCreateadocumentfrombatch(legacywayby
default)ornewdocumentdirectly.
Export
UsePDFFormatifPossibleExportsdocumentsinthePDFformat,if
applicable.
Note:Ifyouselectthisoption,youcannotset
theimageformatforblackandwhite,4-bit
and8-bitcolor,andtrue-colorimages.
BlackandWhiteImagesSetstheimageformatforblackandwhite
images.Availablevaluesare:WindowsBMP,
TIFF,andCompressedTIFF.
4-bitor8-bitColorImagesSetstheimageformatfor4-bitor8-bitcolor
images.Availablevaluesare:WindowsBMP,
CompressedWindowsBMP ,GIF,TIFF,and
CompressedTIFF.
True-ColorImagesSetstheimageformatfortrue-colorimages.
Availablevaluesare:WindowsBMP ,GIF,
JPEG,TIFF,andCompressedTIFF.
21
CustomizingYourSystem
SectionoreldDescription
JPEGQualityFactorSetsthequalityfactorwhenyouselectJPEG
astheTrueColorImageformat.Typeany
numberfrom1to100.
TextSpecieswhetheryouwanttoexporttextual
dataastextorasanimage.
UseMultipageFilesEnablestheexportofmultipagedocuments.
ExportinArchivedFormatEnablestheexportofdocumentsinthe
archivedformat.
COLDFormOverlayforExportSetsthetypeofCOLDoverlayyouwanttouse
whenyouexportdocuments.Availablevalues
are:None,Text,andImage.
COLD
DefaultViewCOLDFormOverlaySpeciesthetypeofCOLDoverlaytouse
whenyouopendocuments.Availablevalues
are:None,Text,andImage.
ShowColorBarsTurnsonthecolorview.
ColorBarLines(1-6)Setsthewidthofcolorbarbands.Usea
numberfrom1to6.Thedefaultis3.
ColorBarColorSetsthecolorthatisusedforthecolorbar
bands.
Whenyouviewdocumentsin
ApplicationXtenderWebAccessDocument
Viewer,thebackgroundiscomposedof
alternatingbarsofaselectedcolorandwhite.
TextFontNameSetsthenameofthefonttousefortextdata.
TextFontSizeSetsthepointsizetousefortheselectedfont.
Thisisarequiredeld.Typeafontsizefrom
6pointsto24points.
TextFontBoldDisplaystextinboldtypeface.
TextFontItalicDisplaystextinitalictypeface.
Print
PrintOriginalSizePrintsdocumentsintheiroriginalsize.
FittoPagePrintsthecontentsofadocumentonasingle
page.Selectedbydefault.
PrintDPIPrintsdocumentsintheselectedDPI(dotsper
inch).Availablevaluesare:75,100,150,200,
300,400,and600.
COLDFormOverlayforPrintSetsthetypeofCOLDoverlayyouwanttouse
whenyouprintdocuments.Availablevalues
are:None,Text,andImage.
22
CustomizingYourSystem
SectionoreldDescription
PageSize/PaperSizePrintsdocumentsbasedontheselectedsizeof
thepageorthepaper.
PageWidth(Inches)Displaysthepagewidth,dependingonthe
PageSize/PaperSizeoptionyouselect.For
Custom(Entervalues),specifyawidthof
yourchoice.
PageHeight(Inches)Displaysthepageheight,dependingonthe
PageSize/PaperSizeoptionyouselect.For
Custom(Entervalues),specifyaheightof
yourchoice.
PageMargin-TopandBottom(Inches)Setsthespaceforthetopandbottompage
margins.
PageMargin-LeftandRight(Inches)Setsthespacefortheleftandrightpage
margins.
EndorsePrintedPagesConguresprintingsothatprinteddocuments
areendorsed.
Formoreinformation,seeUsingthe
Endorsementfeature,page26.
EndorsementPositionSetstheendorsementposition,ifyouselect
EndorsePrintedPages.Availablevalues
are:LeftTop,LeftBottom,RightTop,and
RightBottom.
EndorsementText(Maximumof70characters)Speciesthetexttoappearinanendorsement,
ifyouselectEndorsePrintedPages.Thiseld
alsosupportspredenedmacros.Youcan
typeupto70characters,includingspaces.
PageFetchRetryEnabledIfanerroroccurs,setstheapplicationto
continueitsattemptstoretrieveapageas
manytimesasyouspecifyinthePageFetch
RetryCounteld.Selectedbydefault.
PageFetchRetryCount(1-10)Setsthenumberofattemptsthatthe
applicationmakestoretrieveapageifanerror
occurs.ApplicableonlyifyouselectPage
FetchRetryEnabled.
ShowPrintLogDisplaysthelogwhentheprintoperation
ends.
Email
UsePDFFormatifPossibleSetstheformatforemailattachmentstoPDF.
23
CustomizingYourSystem
SectionoreldDescription
UseXPSFormatifPossibleSetstheformatforemailattachmentstoXPS.
Note:YoucanchooseeitherthePDForXPS
format.Ifyouselecttheseoptions,youcannot
settheimageformatforblackandwhite,4-bit
and8-bitcolor,andtrue-colorimages.
BlackandWhiteImagesSetstheimageformatforblackandwhite
images.Availablevaluesare:TIFF,Windows
BMP,andCompressedTIFF.
4-bitor8-bitColorImagesSetstheimageformatfor4-bitor8-bitcolor
images.Availablevaluesare:WindowsBMP,
CompressedWindowsBMP ,GIF,TIFF,and
CompressedTIFF.
True-ColorImagesSetstheimageformatfortruecolorimages.
Availablevaluesare:WindowsBMP ,GIF,
JPEG,TIFF,andCompressedTIFF.
JPEGQualityFactorSetsthequalityfactorwhenyouselectJPEG
astheTrueColorImageformat.
COLDFormOverlayforEmailSetsthetypeofCOLDoverlayyouwanttouse
whenyouemaildocuments.Availablevalues
are:None,Text,andImage.
DisplayTextasIndicatesthedisplayoftextualdataastextor
image.Imageisselectedbydefault.
UseArchiveFileFormatEnablesyoutousethearchiveleformatfor
emailmessages.
UseMultipageFilesEnablesyoutoemailmultipagedocuments.
Selectedbydefault.
SendAttachmentsasHyperlinksEnablesyoutousehyperlinksforemail
attachments.Selectedbydefault.
MergeSelectedDocumentsintoOneCombinestheselecteddocumentsfroma
queryresultslistintoasingledocument.
MailMessageFormatSpeciestheformatforemailmessages.
HTMLisselectedbydefault.
ClientEmailFormatSpeciestheformatforemailmessagesthat
aresavedtothedesktopclient.MSGis
selectedbydefault.
Full-text
24
CustomizingYourSystem
SectionoreldDescription
EnableFull-TextSearchConguresthesearchcriteriapageforfull-text
search.Theoptionisselectedbydefault.
SelectRequestFull-TextSearchSupporton
theloginpagewhenyoulogintoadata
sourcetoenablethisfeature.
Note:Disablingthisoptiondoesnotrelease
thefull-textlicensethatwasassignedtoyou
whenyouloggedintoApplicationXtender
WebAccess.
ThesaurusDuringqueries,includesathesaurussearch
forwordsthatarerelatedtothesearchcriteria.
OCRLanguageSetsthedefaultlanguagetosubmitdocuments
forOCRindexing.
PromptSubmittingFull-TextIndex/OCR
Dialog
Ifselected,eachtimeyousubmitdocuments
forfull-textorOCRindexing,adialogbox
appearstoenableyoutoselectanOCR
languagefromalistbox.
Ifnotselected,nodialogboxappears.The
valuesetintheOCRLanguageeldisthe
default.
Others
ShowCheckedOutDocumentsinHomePageAllowsusertospecifywhethertoshow
currentlycheckedoutdocumentsinhome
page.
OnlyShowRecentlyCreatedDocumentsby
CurrentUser
Showsonlytherecentlycreateddocumentsby
thecurrentloggedinuserintheapplication
page.
JobManager(onlyinAdministrator)MaximumCountofBackend
Print/Export/EmailJob–Whenenabled,
changeslong-runningprint/export/emailjobs
tothebackendfromtheWebAccessUI.It
improvesuserexperiencebyallowingother
WebAccessoperationssimultaneously .This
itemdenesthemaximumjobcountofauser.
3.ClickSA VE.
Conguringusersettingsforanapplication
1.ClickyourloginnameonthetitlebarandselectUserSettings.
2.SelecttheApplicationtaboftheUserSettingspage.
3.Fromthelistofapplications,selectanapplicationthatyouwanttocongure.
25
CustomizingYourSystem
4.Fromthelistofindexeldsfortheselectedapplication,selectavaluetodesignateasthetitleof
alldocumentsthatbelongtotheapplication.
5.ClickSA VE.
UsingtheEndorsementfeature
Toprintdocumentswithanendorsementmessageinonecorner,selectEndorsePrintedPagesand
typethemessageintheEndorsementTexteld.
Theendorsementfeaturesupportsthesepredenedmacros:
MacroOutput
%DSDisplaystheshortformofthedate,suchas
3/2/2016,onwhichthepageisprinted.
%DLDisplaysthelongformofthedate,suchas
Friday,March02,2016,onwhichthepageis
printed.
%TDisplaysthetimewhenthepageisprinted.
%DTDisplaysthedocumenttitle.
%UDisplaystheuserwhoprintedthepage.
%PDisplaysthecurrentpagenumber.
%DCDisplaysthetotalpagecountofdocument
pages.
ApplicationXtenderprintstheendorsementoneverypageinthelocationthatyouhaveselectedfrom
theEndorsementPositionlistbox.Thelocationofthemacrooutputintheendorsementdepends
onthelocationofthemacrointhetextstring.
26
Chapter3
CreatingDocuments
ApplicationXtenderWebAccessenablesyoutostoreandorganizemanytypesofinformation
asdocuments.Thedocumentsareorganizedinapplicationsforeasyretrieval.Authorized
userscanscanoruploadelectronicallyformattedlesintoApplicationXtenderWebAccess.An
ApplicationXtenderdocumentcancontainoneormoreelectronicallyformattedles.Adocument
canhaveoneormoresetsofindexesthatyoucanusetosearchforthedocument.
Enablingthescanner
Beforescanninganydocuments,thescannermustbeenabled.
1.Click<UserName>thenUserSettingsintheupperrightcorner.
2.Intheleftsidelist,clickImportthenchecktheboxforEnableScanning.
3.ClickSave.
Conguringthescanner
ScannerscanbeconguredfromtheAXWebAccessapplication.
1.Clicktheplus(+)symbolintheupperrightcorner,thenNewDocument.
2.ClicktheScannericon.
3.SelectthescanneryouwanttocongurefromthelistpresntedandclickOK.
4.ClickthedownarrowbesidetheScannericonandcongurethesettings.Youcanalsoclickthe
SettingsiconandopentheAdvancedSettingsdialogformorecongurationoptions.
Importingandscanningdocuments
1.Selecttheapplicationthatyouwanttoaddadocumentto.
2.Performeitherstep:
a.ClickthelecabinetdrawericoninthetoolbarandselectNewDocumentorclicktheNEW
DOCUMENTbutton.
27
CreatingDocuments
b.Draganddroptheelectronicleorlesfromyourdesktopintothemainpanel.
Note:IfyouenabledthethumbnailsviewintheUserSettingspage,youcanalsodragand
droptheelectronicleorlesfromyourdesktopintothethumbnailsview.
Draganddroplestotheinlinerenderframeofaforeignletoaddpagesisnotsupported,
butyoucandraglestotheoutsideareaoftheframe,suchasthethumbnail.
3.Ablankdocumentiscreated.Youcanbrowseandselectoneormorelesorscanthepage(s)to
thedocument.IfyouenabledthethumbnailsviewintheUserSettingspage,youcanusethe
pagethumbnailsthatappearonthelefttonavigatethroughthepages.
Ifyouhaveselectedmorethanonele,thepagesareappendedsequentially .
4.IfyoucheckedtheusersettingStartNewDocumentfromatemporaryBatchunderImport,you
canchoosewhetheryouwanttoindexthedocumentnoworlater:
•Toindeximmediatelyaftertheupload,specifyrelevantvaluesintheindexeldsthatare
availablefortheselectedapplication,andthenclickSAVE.
•Tocontinuewithoutindexing,clickCANCEL.
Amessageindicatesthatthedocumentisnotindexed.ClickDELETEtodeletetheunindexed
documentorKEEPtocontinuewithoutdeletion.ThedocumentisaddedtotheUploaded
Batcheslistasatemporarybatchtobeindexedlater.Bydefault,thedocumentissavedwitha
namethatincludesyourloginIDandthedateandtimeyouuploadedthedocument.For
example,SYSOP-8/1/20157:02:01PM.
Formoreinformation,seeIndexingbatchesmanually ,page34.
Note:Whenapplyingthedefaultimportsetting(un-checkStartNewDocumentfromatemporary
Batch),animportedlewillbelostiftheusercreatesanewdocumentwithoutsavingtheindex.If
theusersettingStartNewDocumentfromatemporaryBatchunderthe.Importcategoryischecked,
theunsaveddocumentwillbekeptasbatchinthesameapplication.
Creatingdocumentsinbatches
Inadditiontoaddingdocumentsindividually,ApplicationXtenderWebAccessenablesyoutocreate
andindexdocumentsinbatches.
Note:IfyouenabledDisplayBatchinSeparatePopupWindowsunderIndexintheUserSettings
page,thebatchindexopensinapop-upwindow.Thisoccurswhenyoucreateanewdocumentora
newbatch,ordraganddroplestocreateanewdocumentoranewbatch.
Uploadingbatches
1.Selecttheapplicationthatyouwanttoaddadocumentto.
2.ClickthelecabinetdrawericoninthetoolbarandselectNewBatchfromthelistboxororclick
theNEWBATCHbuttonontheapplicationhomepage.
3.IntheNewBatchdialogbox,specifythefollowingdetails:
28
CreatingDocuments
FieldDescription
ApplicationThenameoftheApplicationXtender
applicationthatyouwanttouploadthebatch
into.Thenameoftheselectedapplication
appearsbydefault.Youcanselectadifferent
applicationfromthelistbox.
NameAnameforthebatch.
DescriptionAnyspeciccomment,ifrequired.
4.ClickCONTINUE.Ablankbatchiscreated.Youcanbrowseandselectoneormorelesor
scanthepage(s)tothebatch.Ifyouhaveselectedmorethanonele,thepagesareappended
sequentially.ThebatchisaddedtotheUploadedBatcheslistandisavailableforindexing.You
cancontinuetoaddmorelestothebatchafterisitcreated.
Formoreinformation,seeAddingpagestobatches,page31.
Note:YoumusthavetheBatchScanprivilegetouploadbatches.
Workingwithbatchlists
TheManageBatchespageliststhebatchesanddocumentsthatareuploadedintoanapplication.To
accessthispage,clickthelecabinetdrawericoninthetoolbarandselectManageBatches.This
pageprovidesoptionstoindexandmanagebatches.Ifbatchesexistfortheselectedapplication,
informationaboutthosebatchesappearsinthelist.
Thefollowinginformationappearsabouteachbatchordocument:
ColumnDescription
NameThenameofthebatch.
DescriptionThedescriptionofthebatch,ifany.
CreateTimeThedateandtimethebatchwasuploadedinto
ApplicationXtender.
CreatedByThenameoftheuserwhouploadedthebatch
intoApplicationXtender.
PagesThenumberofpagesinthebatch.
StateThestatusofthebatch(Idle,Indexing,or
Scanning).
Batchlistmenuandtoolbaroptions
WhenyouselectabatchordocumentfromtheUploadedBatcheslist,atoolbarappearswiththese
options:
29
CreatingDocuments
OptionDescription
FORCEDELETEDeletestheselectedbatches.Batchesmustbein
theidlestateforyoutobeabletodeletethem.
Whenaconrmationmessageappears,click
DELETEtoproceedwithdeletion.
RESETTOIDLEResetsthestatusoftheselectedbatches(in
scanningorindexingstates)toIdle.
ThestatusofabatchisshownintheStatecolumnoftheUploadedBatcheslist.Batchescanbein
oneofthesestates:Indexing,Scanning,andIdle.Ifauserworkingwithabatchclosesthebrowser
withoutloggingout,thebatchislistedasbeingintheIndexingstate,althoughnooneisindexingthe
batch.TheScanningstateindicatesthatanotheruserisimportingpagesintothebatch.
Thecontextmenuenablesyoutoperformoperationsatasinglebatchordocumentlevel.Selecta
documentandclicktheadjacentdown-arrowicontoviewthecontextmenu.
OptionDescription
IndexIndexesadocumentorbatchfromthelist.When
youopendocumentstoindexthem,thebatch
statuschangesfromIdletoIndexing.
ImportAddspagestobatches.Whenyouopen
documentstoimportpages,thebatchstatus
changesfromIdletoScanning.
EditChangesthenameofthebatch.Whenyou
clickEDIT,theBatchInformationdialogbox
appearswhereyoucanspecifyanewnamefor
thebatchandadescription,ifrequired.
Unlockingbatches
Forotheruserstoworkwiththebatch,auserwithApplicationXtenderAdministratorprivileges
mustunlockthebatch.TounlockbatchesthatareintheIndexingandScanningstates,clickRESET
TOIDLEonthetoolbartochangethebatchstatustoIdle.UnlockedbatchesareintheIdlestate
andavailableforuse.
Note:IfyoumustunlockabatchbutdonothavetheAdministratorprivilege,contactthe
ApplicationXtendersystemadministrator.
Refreshingtheuploadedbatcheslist
TorefreshtheUploadedBatcheslist,clicktherefreshicononthetoolbar.
30
CreatingDocuments
Managingbatches
ApplicationXtenderWebAccessprovidesseveralwaystomanagebatches.Youcanaddpagesto
ApplicationXtenderdocumentsorbatches.Thepagescanbeofthesameobjecttypeorofadifferent
objecttype.Youcanalsoswitchbetweendifferentstates,moveorcopypages,deletebatchesor
batchpages,andsoon.
Note:IfyouenabledDisplayBatchinSeparatePopupWindowsunderIndexintheUserSettings
pagesothatthebatchindexopensinapop-upwindow,ensurethatyouclicktheCloseWindowicon
toclosethebatch.Otherwise,thebatchlockisnotreleaseduntilthesessionexpires.
Addingpagestobatches
1.FromtheUploadedBatcheslist,selectabatch,andthenclickImportonthecontextmenu.
TherstpageoftheselectedbatchappearsintheDocumentViewer.TheUploadedBatcheslist
displaysthestatusofthebatchasScanning.
2.Performeitherstep:
a.ClicktheAddPageicononthePagetoolbar.IntheAddNewPagedialogbox,selectthele
thatyouwanttoaddandthenclickUPLOAD.
b.Draganddroptheelectronicleorlesfromyourdesktopintothemainpanel.
Thelesareappendedtotheendofthecurrentdocument.Thepagethumbnailsalsoappear
intheappropriatelocation.
Switchingbetweenimportingandindexingstates
Youcanswitchbetweentheimporting(scanning)andindexingstateswhenadding(importing)
pagestoabatch.ThebatchisintheScanningstateduringanimport.ToswitchtotheIndexing
state,clicktheNewDocumenticonontheBatchtoolbar.ToswitchbacktotheScanningstate,
clickCANCELontheindexpanelontheright.
Copyingormovingbatchpages
ApplicationXtenderWebAccessenablesyoutocopyormovebatchpagesbetween
ApplicationXtenderapplications.Itprocessesthepagesasanewbatchinthetargetapplication.You
musthavetheBatchScanprivilegeforthetargetapplicationtocopyandmovebatchpages.
1.FromtheUploadedBatcheslist,selectabatch,andthenclickImportonthecontextmenu.
TheselectedbatchopensintheDocumentViewer.
2.ClicktheCopyMovePagesiconontheBatchtoolbar.
3.IntheCopyorMovePagestoNewBatchdialogbox,specifythefollowing:
31
CreatingDocuments
FieldDescription
DocumentPagesThepagenumberofthebatchpagesyouwant
tomoveorcopy.
Tospecifyacontinuouspagerange,insert
ahyphenbetweentherstandlastpage.
Example:1-4.
Tospecifyseparatepages,insertacomma
betweeneachpage.Example:2,4.
TargetApplicationTheapplicationtowhichyouwanttomove
orcopythepages.
BatchNameThenameofthebatch.
IndexNewDocumentIndexesthebatchimmediatelyaftercopying
ormovingthepages.Ifyoudonotselectthis
option,selectthebatchfromtheUploaded
Batcheslistwhenyouarereadytoindexthe
batch.
4.ClickMOVEifyouwanttomovetheselectedbatchpagesfromthesourceapplication.
5.ClickCOPYifyouwanttoleaveacopyofthebatchpagesinthesourceapplication.
Indexing
AfteryouuploadanelectronicleorasetofelectroniclesintoApplicationXtenderapplications,
youmustindexthelesandtheindividuallesineachbatchtosavethemasApplicationXtender
documents.AuthorizeduserscanusetheindexdatatoretrievethemfromtheApplicationXtender
database.
ApplicationXtenderdocumentindexes
TheApplicationXtendersystemadministratorspeciesthedatathatisrequiredtoretrievedocuments
thatbelongtoaparticularapplication.Thissetofdataisknownastheindexofthedocument.
Differentapplicationshavedifferenttypesofindexdata.
Theadministratorcanalsoconguretheindexeldsfordualdataentrysothatanindexeldhastwo
inputeldsinsteadofone.Theinformationthatyoutypeinbotheldsmustmatch.Ifitdoesnot,
anerrormessageappearswhenyoutrytosavetheindex.Dualdataentryprovidesdatavalidation
whenyouspecifyindexinformationduringdocumentcreation.
Note:Youhavetheoptiontochangethedualdataentrycongurationthattheadministratorhas
dened.YoucanchangethissettingwhenyoudeneaproleintheUserSettingspage.
32
CreatingDocuments
Indexingtypes
TheApplicationXtenderadministratorsetsupindexeldsandspeciestheircharacteristicswhen
creatingandconguringanapplication.Theindexingoptionsdependonwhethertheselected
applicationisconguredforautomaticormanualindexing.
Manualindexing
Duringmanualindexing,youcanspecifythevaluesfortheindexeldsoneatatime,selectan
existingindexrecord,orcopytheindexdataofanotherdocumentandpastethemintotherelevant
indexeldsofthecurrentdocument.
Forbatchpages,youhavetwooptions:
•Selectanexistingdocumentindexandappendthebatchpagestothecorrespondingdocument.
•CopyanexistingindextocreatenewApplicationXtenderdocuments.
Autoindexing
YoucanusetheAutoIndexfunctiontospecifydatainoneormoreindexelds.Youcanclickthe
autoindexicononthetopleftofindexpanelanditwillndamatch,selectthedatafromtherecord
intheAutoIndextable.
Note:IftheApplicationXtendersystemadministratorcongurestoretaintheAutoIndexrecord,the
recordremainsinthetable,evenafteryouselectit.
Forinstructions,seeUsingtheAutoIndexfeature,page37.
KeyReferenceindexing
TheKeyReferenceindexingfeatureoperatessimilarlytoautomaticindexing.TheKeyReference
featureisusefulforautomaticallypopulatingtheindexinformation,changingtheindexinformation
frequently,orboth.
Note:WhenyoumodifydocumentindexesthatarecreatedbyusingtheKeyReferencefeature,
updatingindexelddataononedocumentmightautomaticallyupdatedatainthesameeldon
otherdocumentswiththesamekeyindexvalue.
•Whenyoumodifyadataeldvalueonanexistingindexrecord,ApplicationXtenderndsall
indexrecordswiththesamekeyvalueandmakesthesamechangetothoserecords.
•Whenyoumodifythekeyeldvalueonanexistingindexrecord,ApplicationXtendermodies
onlythatdocument;allotherdocumentshavingtheoriginalkeyvalueremainunchanged.
Example3-1.KeyFieldVersusDataField
AssumethatfortheHRapplication,theApplicationXtendersystemadministratorhascongured
EmployeeIDasthekeyeldandEmployeeLastNameasadataeld.IfyoumodifytheEmployeeIDeld
33
CreatingDocuments
foranindexrecord,theotherdocumentswiththesameemployeeIDarenotaffected.However,ifyou
modifytheEmployeeLastName,thevaluechangesinallotherdocumentswiththesameEmployeeID.
Note:TheAutoIndexorKeyReferencefunctionalitiesareavailableforindexingonlyifthe
ApplicationXtendersystemadministratorcongurestheApplicationXtenderapplicationswith
eldsenabledforAutoIndexorKeyReference.
Formoreinformation,seeUsingtheAutoIndexfeature,page37andUsingtheKeyReference
feature,page38.
Indexingbatchesmanually
Youcanindexbatcheswhenyouuploadthem,orlater,byselectingthebatchesfromthelistof
uploadedbatchesforanapplication.
1.Dependingonwhenyoudecidetoindexadocument,performoneofthefollowing:
a.Toindexadocumentimmediatelyafteryouuploadit,clicktheNewDocumenticononthe
Batchtoolbar.
b.Toindexadocumentfromthelistofuploadedbatches:
i.Selecttherelevantapplication.
ii.ClicklecabinetdrawericonandselectManageBatches.
OntheManageBatchespage,youcanviewthelistofUploadedBatchesfortheselected
application.Thebatchstateindicatesthestatusofthebatch.Batchesthatareavailable
forindexingshowastatusofIdle.Whenabatchisselectedforindexing,itsstatus
automaticallychangestoIndexing.
iii.SelectabatchfromthelistandthenclickIndexonthecontextmenu.
Note:ThebatchstateautomaticallychangesfromIdletoIndexing(youcanviewthestate
intheUploadedBatcheslist).Thisstatepreventsotherusersfromaccessingthebatch.
2.FortherstpagethatappearsintheDocumentViewer,typetheappropriateinformationfrom
thedocumentintoeachindexeld.
YoucanalsousetheSelectIndexoptiontopopulatetheindexelds.Forinstructions,seeUsing
theexistingindexdata,page36.
Note:Itisrecommendedthatyoupopulatealltheeldsforwhichdataisavailabletomake
thedocumentindexascompleteaspossible.
Tocleartheindexinformationandretypenewdataintheelds,ifrequired,clicktheClear
Indexiconontheindexpaneltoolbar.
3.Afteryounishprovidingtherelevantdata,clickSA VE.
Note:
•Ifyouhaveindexedadocument,allthepagesinthedocumentinherittheindexdata.The
ApplicationXtenderrepositorystorestheelectronicleanditsindexinformation.
•Ifyouhaveindexedabatch,thecurrentpageisindexedandsavedasanew
ApplicationXtenderdocument,andthenextpageinthebatchappearsintheDocument
34
CreatingDocuments
Viewer.YoucanattachmorebatchpagestothisdocumentorcreateanewApplicationXtender
documenttoindextheremainingpages.
YoucanmodifytheindexdataaftertheSaveoperation,ifrequired.ClickMODIFYtoedittheindex
elds.Modifythevaluesintheindexeldsasnecessary,orusetheSelectIndexfeatureorthe
Copy/PasteIndexoptiontouseanexistingindexdata.
Formoreinformation,seeUsingtheexistingindexdata,page36andAdditionaloperationsfora
batch,page35.
Attachingbatchpagestodocuments
AttachingbatchpagestothecurrentApplicationXtenderdocumentenablesyoutoindextherestof
thepageswithouthavingtoreentertheindexinformation.
Ifonlyafewbatchpagesarepartofthecurrentdocument,youcanattachtheadditionalpages
onepageatatime.Ifallpagesarepartofthecurrentdocument,youcanattachallthepages
simultaneously.
ToattachthecurrentpagetothecurrentApplicationXtenderdocument:
1.FromthePagetoolbar,clicktheAttachCurrentPageicon.
ThecurrentpageisremovedfromthebatchandappendedtothecurrentApplicationXtender
document.Thenextpageinthebatchappearsintheviewer.
2.Repeatstep1toattachadditionalpagestothecurrentdocument.
3.Afterattachingthelastbatchpagethatbelongstothecurrentdocument,clicktheNewDocument
icontocreateanewApplicationXtenderdocumentforindexingtheremainingpages.
4.TypethenecessaryinformationintheindexeldsandclickSAVE.
ApplicationXtenderWebAccesssavestheindexedpageasanewApplicationXtenderdocument.
Youcancontinuetoattachmorepagestothisdocumentorcreateanotherdocument.Ifthereare
nomorepagesinthebatch,amessageindicatesthatallthebatchpageshavebeenindexed.
5.Selectthenextoperationfromthemessagedialogbox.
Toattachallbatchpagestothecurrentdocument:
1.Performeitherstep:
a.FromthePagetoolbar,clicktheAttachAllPagesicon.
b.Draganddroptheelectronicleorlesfromthethumbnailpanel.
AlltheremainingbatchpagesareattachedtothecurrentApplicationXtenderdocument,andthe
documentissaved.
Amessageappearsthatindicatesallthebatchpageshavebeenindexed.
2.Selectthenextoperationfromthemessagedialogbox.
Additionaloperationsforabatch
Duringbatchindexing,youcanusethetoolbaroptionstoperformadditionaloperations.
35
CreatingDocuments
OptionOperation
Show/HideThumbnail
Showsorhidethethumbnailsviewwhen
multiplepagesarepresent
CancelIndexing
Cancelsbatchindexing
Scan
Scandocumentsandappendthemtothecurrent
AXdocumentorAXBatch.
Scanner
Selectascanner.Afterascannerisselected,
userscansetthebasicsettingsortheadvanced
settingsofthescanner.
NewDocument
Createsanewdocument
DeleteBatch
Deletesabatch
DeletePage
Deletesapagefromthebatch
CopyIndex
Copiesthecurrentindexdata
PasteIndex
Pastesthecopiedindexdata
LastModiedIndexes
Copiestheinformationfromthelastmodied
indexintotheeldsofthecurrentpage
NewIndex
Createsnewindexdataforadocument
Note:Thisoptionisavailableonlyifthe
ApplicationXtenderadministratorhasselected
theMultipleindexesreferencingasingle
documentoptionforanapplication.
CloseWindow
Closesthebrowserwindowifyouenabledthe
DisplayBatchinSeparatePopupWindow
underIndexintheUserSettingspage.
Usingtheexistingindexdata
TheSelectIndexfeatureenablesyoutosearchforandusetheexistingindexinformationwhenyou
areindexingdocumentorbatchpages.Whenyouselectanexistingindex,youcaneitherattachthe
currentbatchpagetotheApplicationXtenderdocumenttowhichtheselectedindexbelongsorcreate
anewApplicationXtenderdocumentbyusingthesameindexdata.
1.ClicktheSelectIndexiconontheindextoolbar.
2.FromtheSelectIndexdialogbox,clicktherecordwhoseindexdatayouwanttocopy.
3.Performoneofthefollowing:
a.Tocreateanewdocument,clickSELECTandthenclickSA VEintheindexpanel.
36
CreatingDocuments
Ifyouhaveindexedadocument,allthepagesinherittheindexdataandaresavedasa
singleApplicationXtenderdocument.Forabatch,onlythecurrentpageisindexedand
savedasanewApplicationXtenderdocument.Formoreinformation,seeIndexingbatches
manually,page34.
b.ToappendthebatchpagestotheexistingApplicationXtenderdocument,clickATTACH.
Ifyouhaveindexedadocument,allthepagesinherittheindexdataandareappendedto
theexistingApplicationXtenderdocument.Forabatch,onlythecurrentpageisindexedto
theexistingApplicationXtenderdocument.Youcancontinuetoattachadditionalpagesor
createanewdocumenttoindextheremainingpages.Formoreinformation,seeAttaching
batchpagestodocuments,page35.
Selectingataskafterbatchindexing
Whenyouindexandsavethelastpageinabatch,ApplicationXtenderWebAccessautomaticallyexits
thebatchindexingmodeanddisplaysamessagethatindicatesthatallbatchpageshavebeenindexed.
Inadditiontothemessage,thedialogboxalsoprovidesoptionstoperformthefollowingtasks:
•Indexanotherbatch
•Importanewbatch
•ReturntotheApplicationListpage
•Viewthemostrecentlyindexeddocument
•LogoutofApplicationXtenderWebAccess
UsingtheAutoIndexfeature
1.Fromthelistofapplications,selecttherequiredapplication,clicklecabinetdrawericonin
thetoolbar,andthenselectManageBatches.
IntheManageBatchespage,youcanviewthelistofUploadedBatchesfortheselected
application.
2.SelectadocumentorabatchfromthelistandthenclickIndexonthecontextmenu.Therst
pageinthebatchappearsintheDocumentViewer.
3.SpecifyadequateindexdatatolimitthenumberofmatchesfromtheAutoIndextabletoone
orfewrecords.
4.ClicktheAutoIndexiconontheindextoolbar.
Note:Ifyoudonotspecifyanydata,ApplicationXtenderWebAccessretrievesalltherecords
fromtheautoindextable.
5.FromtheAutoIndexResultdialogbox,clicktherecordwhoseindexinformationyouwantto
use,andthenclickSELECT.
TheindexeldsarepopulatedwithdatafromtheselectedAutoIndexrecord.Ifonlyone
matchingrecordisfound,ApplicationXtenderWebAccesspopulatestheremainingindexelds
withtherelevantdata.Ifnomatchingrecordsarefound,anerrormessageappears.
37
CreatingDocuments
IfyouwanttodeletedocumentindexesfromtheAutoIndexResultdialogbox,highlightthe
relevantrecordsandthenclicktheDeleteicon.
6.ClickSA VE.
AftertheSaveoperation,youcanmodifytheindexdata,ifrequired.
UsingtheKeyReferencefeature
1.Fromthelistofapplications,selecttherequiredapplication,clickthelecabinetdrawericonin
thetoolbar,andthenselectManageBatches.
IntheManageBatchespage,youcanviewthelistofUploadedBatchesfortheselected
application.
2.SelectadocumentorabatchfromthelistandthenclickIndexonthecontextmenu.Therst
pageinthebatchappearsintheDocumentViewer.
3.Specifyavalueinthekeyindexeld,andthenpresstheTabkey.
ApplicationXtenderWebAccessretrievesthedatafromtheKeyReferencetableandpopulates
theremainingindexelds.Noactionoccursifamatchingkeyreferencevalueisnotfound.
4.ClickSA VE.
Full-textindexing
Full-textindexingmakesApplicationXtenderWebAccessdocumentsretrievablebyusingafull-text
query.Toenablethis,rstsubmitthedocumentstoafull-textqueueontheApplicationXtenderIndex
Agentforfull-textindexing.Afteradocumenthasbeenindexed,youcansearchforthedocumentby
usingwordswithinthedocumenttext.
TheApplicationXtendersystemadministratorconguresthefull-textengineinformationin
ApplicationXtenderAdministratorandApplicationXtenderIndexAgent.Atleastonefull-textqueue
mustbeactivetosubmitdocumentsforindexing.Newdocumentcanbeautomaticallysubmitted
forfull-textindexing.
38
Chapter4
RetrievingDocuments
ApplicationXtenderWebAccessprovidesavarietyofrobustsearchandretrievalmethodsthat
includesearchbyindex,searchbywildcard,searchbyalistofvalues,expressionsearch,full-text
search,andcombinationsearch.
IftheDocumentPropertiesSearchisenabled,youcanalsosearchfordocumentpropertiessuchas
thenameoftheauthor,date,andkeywords.Youcanevencombinesearchoptionstoretrievethe
mostrelevantdocuments.
TheApplicationXtenderIndexAgent,anadd-onmoduleforApplicationXtender,supportsfull-text
indexing.Thisenablesyoutorunsearchesthatarebasedonfull-textdata.Ifyouhaveafull-text
licenseandfull-textpermission,theSearchCriteriapageappearswiththeFull-TextSearchCriteria
sectionwhetheryouhavefull-textdataornot.TheApplicationXtenderIndexAgentusesthexPlore
full-textenginetosubmitdocumentstothefull-textdatabase.ThexPlorefull-textengineenables
youtoperformqueriesthatarebasedonathesaurusaswell.Queriescanalsoincludeboththe
indexandthefull-textsearchvalues.
Note:Thefull-textsearchfeatureisenabledifyouselecttheRequestFull-TextSearchSupport
optionontheloginpage.
IfyouhavetheReportViewprivilege,inadditiontosearchingapplicationsfordocuments,youcanalso
querytheapplicationsforreportsthataregeneratedbyApplicationXtenderReportsManagement.
Formoreinformation,seeViewingApplicationXtenderReportsManagementreports,page59.
Afteryouretrieveadocument,youcanview,print,annotate,addanddeletepagesordocuments,
andmodifyindexanddocumentproperties.
Queryfunctionality
Youcansearcheitheroneapplicationoracrossmultipleapplicationssimultaneously,ifthe
applicationsresidewithinthesamedatasource.Thequeryfunctionalityenablesyoutocreatea
newquery ,editanexistingquery,andrunaquery.Savedqueriesappearundertheapplication
towhichtheybelong.
39
RetrievingDocuments
Single-applicationsearches
ApplicationXtenderWebAccessenablesyoutouseseveraldifferentmethodstosetsearchcriteriafor
searchingasingleapplication.
Creatingqueries
1.Fromthelistofapplications,selecttherequiredapplication.
2.ClickNewQuery.
3.IntheNewSearchpage,specifythesearchcriteriabyusingtheindexeldsandotheravailable
options.
Note:Formoreinformation,seeUsingadvancedindexvaluesearchcriteria,page40.
4.SelectIncludepreviousdocumentrevisions,ifyouwantthesearchtoretrievebothcurrentand
previousversionsofdocumentsthatmeetthesearchcriteria.
Note:ThisoptionisautomaticallycheckedifyouselectedShowPreviousDocumentVersion
underSearch/ResultSetintheUserSettingspage.Ifyouclearthisselectedoption,the
specicationintheprolesettingsisnotaffected.
5.Performoneofthefollowingactions:
•ClickRUNtorunthequerywithoutsavingitforfutureuse.
•ClickSA VEtobeabletorunthequeryatanytime.
1.IntheSaveSearchdialogbox,specifyanameforthequery.
2.SelectAvailabletoalluserstosharethequerywithotherusers(publicquery).
Ifyoudonotselectthisoption,thequeryisconsideredaprivatequerythatonlyyouand
theuserswiththeAdministratorprivilegecanaccess.
3.ClickSA VE.
Thequeryissavedundertherelevantapplicationandinthenavigationpanel.Youcan
clickasavedqueryinthenavigationpaneltoexecutethequery .
Usingadvancedindexvaluesearchcriteria
Inadditiontospecifyingindexvaluesforabasicindexnamesearch,youcanuseadvancedindex
valuesearchmethodstosearchforawiderrangeofdocuments.Youcanusethesesearchmethods:
•Wildcards
•ListofValues
•Expressions
40
RetrievingDocuments
Tousethewildcardcharacter:
1.IntheNewSearchpage,specifytheindexdatabyusingtheasteriskcharacterinatleastone
eld.Forexample,specifySM*tosearchfordocumentswithanamethatbeginswiththe
characters“SM.”
2.ClickRUNtobeginthesearchprocess.ApplicationXtenderWebAccesssearchestheactive
applicationforallrecordsthatmatchthespeciedcriteria.Ifmatchingdocumentsarefound,
alistofthosedocumentsappearsintheQueryResultspage.
Tousethesearchlist:
1.IntheNewSearchpage,selecttheindexeldforwhichyouwanttospecifyalistofvalues,and
thenclicktheSearchlisticonthatisnexttotheeld.
2.IntheListSearchdialogbox,specifyavaluefortheindexeld.
3.ClickAddtoaddthevaluetothelist.
4.Repeatsteps2and3foreachvaluethatyouwanttoincludeinthelist.
Toeditthevalues,youcanreplaceavaluefromthelistwithanewvalue,deleteavalue,or
deletethelist.
5.ClickOK.
6.ClickRUNtostartthesearch.
Touseexpressions:
1.IntheNewSearchpage,selecttheindexeldforwhichyouwanttospecifyarange,andthen
clicktheSearchrangeiconthatisnexttotheeld.
2.IntheRangeSearchdialogbox,selectthetypeofcomparisonyouwanttouse.
Note:TheDATEandTIMESTAMPeldssupporttwoadditionalexpressions.TheWithinand
OlderThanexpressionsenableyoutospecifyanumberofdaysfromthetimeofexecution,
ratherthanspecifyadate.Forexample,avalueof60fortheOlderThantypeofcomparison
indicatesasearchfordocumentsthatareolderthan60days.
3.Specifyavaluefortheselectedindexeld.
Note:IfyouselectBetween,alsotypeavalueintheAndtextbox.
4.ClickOK.
Note:
•Ensurethatyouusethecorrectformattospecifyanexpressionsyntax.Iftheexpressionsyntaxis
incorrect,anerrormessageappears.
•Anexpressionsearchdoesnotreturnanynullindexvalues.Tosearchforanullindexvalue,use
{Null}or<Null>asthesearchcriteria.
Usingfull-textqueries
Therearefourtypesoffull-textsearches:AllWords,AnyWords,ExactPhrase,andExpression.The
thesaurusfeatureenablesyoutosearchforwordsthatarerelatedtothesearchcriteria.Itcontainsa
41
RetrievingDocuments
listofsynonymsorkeysforpossiblewordstobeusedinasearch.Youcanalsoqueryfordifferent
versionsofadocument.
Forinformationaboutthethesaurusfeature,seetheOpenTextDocumentumxPloreAdministration
andDevelopmentGuide.
Tousethefull-textquerycriteria:
1.IntheNewSearchpage,selectaSearchTypeforthefull-textquery.
2.Typethesearchcriteria.
3.SelectThesaurustosearchforsynonyms.
ApplicationXtenderWebAccesssearchesthethesaurusforsynonymsorkeysforwordsinthe
searchcriteria.
Note:ThisoptionisavailableonlywhenthexPlorefull-textengineisusedtosubmitdocuments
tothefull-textdatabase.Formoreinformation,seetheApplicationXtenderAdministrationGuide.
4.Ifyouwanttorunthequerywithoutsavingitforfutureuse,clickRUN.
Ifthequeryretrievesonlyonedocumentthatincludesthesearchcriteria,thedocumentopensin
DocumentViewer.Otherwise,youcanselectadocumentfromtheQueryResultspage,which
liststhedocumentsthatincludethesearchcriteria.
TheDocumentVieweropenstothepagethatincludestherstinstanceofthesearchcriteria,
orhit.Eachhitinthepageishighlighted.Also,aFull-TextSearchResultspop-upwindow
indicatesthenumberofhitsonthecurrentpageandthetotalnumberofhitsinthedocument.
Thepop-upwindowalsoenablesyoutomovebetweenthepagesthatincludehits.
Note:Forunsupportedles,theDocumentVieweropenstothepagethatincludestherst
instanceofthesearchcriteriaandtheFull-TextSearchResultspop-upwindow,however,thehits
arenothighlighted.
5.Ifyouwanttorunthequeryatanytime,clickSA VE.
a.IntheSavedialogbox,specifyanameforthequery.
b.SelectAvailabletoalluserstosharethequerywithotherusers.
c.ClickSAVE.
Thequeryissavedundertherelevantapplicationandinthenavigationpanel.
Note:
•Ifthefull-textsearchoptionisAllWords,AnyWords,orExactPhrase,thecharacters
&@#$%^_~`:-+=\/\[]{}!,;()inthefull-textsearchcriteriaarereplacedwithablankspace.Quotation
marksorsinglequotationmarksmustappearinpairsinthesearchcriteria.
•Ifthefull-textsearchoptionisExpression,thecharacters&@#$%^_~`:-+=\/\[]{}!,;inthefull-text
searchcriteriaarereplacedwithablankspace.
Usingexpressionsearchoperators
Expressionoperatorsenableafocuseddocumentsearch.Youcanbuildaquerybycombining
wordsortextstringswithexpressionoperatorssuchasandandor.Youcanalsocombineoperators
formorecomplexsearches.
42
RetrievingDocuments
Note:Bydefault,ApplicationXtenderWebAccessinterpretssearchexpressionsfromlefttoright,one
searchoperatoratatime,andnarrowstheresultswitheachsubsequentsearch.
Thefollowingtabledescribestheexpressionoperatorswithexamples:
OperatorExampleApplicationXtenderndsdocuments
with
ftand
'AEX'ftand'Simon'
BothAEXandSimon
ftor
'AEX'ftor'Simon'
EitherAEXorSimon
ftnot
'AEX'ftandftnot'Simon'
AEXbutnotSimon
?
'A?X'withwildcards
Astringofthreeconsecutivecharacters,
inwhichtherstmustbeA,thesecond
canbeanycharacter,andthelastmust
beX
*
'S*'withwildcards
AnystringthatbeginswithS
()
'AEX'ftand('Simon'ftor
'Schiff')
EitherSimonorSchiffrst,andof
thosedocuments,ApplicationXtender
retrievestheonesthatalsohaveAEX
Usingdocumentretentionqueryoptions
Ifanapplicationhastheretentionfeatureenabled,youcanchoosequeryoptionstosearchfor
documentsbasedontheirretentionandretentionholdstatus.
IntheNewSearchpage,specifydocumentretentionstatusfromtheShowlistbox.
Formoreinformationaboutretentionqueryoptionsandlimitations,seeChapter8,Workingwith
DocumentRetention.
Searchingdocumentproperties
ApplicationXtenderWebAccessenablesyoutosearchfordocumentsbasedondocumentproperties.
Thesepropertiesincludetitle,author,subject,owner,comment,andkeywords.SelecttheEnable
DocumentPropertiesSearchoptionintheUserSettingspagetousethisfeature.Thedocument
propertyindexeldsappearbelowtheapplicationindexelds.Eachpropertyindexeldname
isenclosedwithinsquarebrackets.
Youcancreateaquerybyspecifyingthevaluesforthedocumentpropertyindexeldsavailablein
theNewSearchpage.Formoreinformation,seeCreatingqueries,page40.
43
RetrievingDocuments
Multipleapplicationsearches
YoucanusetheMultipleApplicationSearchfunctionalitytocreateandrunqueries.Thesequeries
searchmultipleApplicationXtenderapplicationsfortheselectedindexinformation,full-text
information,orboth.Forexample,byusingamultipleapplicationsearch,youcansearchthree
differentapplicationsforinformationabouttheSocialSecuritynumber111-22-3333.Or,youcould
searchforalldocumentscontainingthetext“mostrecentsoftwarereleases.”
Multipleapplicationsearchesmustbeconguredtosearchapplicationsthatarewithinthesame
datasource.
Note:YoucannotqueryforreportsthataregeneratedbyApplicationXtenderReportsManagement
acrossmultipleapplications.
Conguringmulti-applicationsearches
1.Fromthelistofapplications,selecttheapplicationthatyouwanttocreateamultipleapplication
searchfor.
2.ClicktheSearchiconinthetoolbarandselectNewMulti-ApplicationSearch.
3.IntheCongureMultipleApplicationsSearchdialogbox,selecttheapplicationsthatyouwant
toincludeinthequeryandclicktheAddicon,whichisinbetweenthetwotextboxes,toaddthe
selectedapplications(alongwiththeassociatedindexelds)totheQueryApplicationslist.
4.Conguretheindexeldsforthemulti-applicationquery .Theeldsthatarenotusedinasearch
criteriaareidentiedbyanXnexttotheeld.Youhavethefollowingchoicesforeacheld:
•Clickaeldoncetomakeitdisplayable.Acheckmarkappearsnexttotheselectedeldto
indicatethatitappearsinthesearchresults,butisnotusedasasearchcriterion.
Note:Ifanindexeldthatismadedisplayableisnotcommontotheotherselected
applications,theeldappearsinthequeryresults,butdoesnotshowanyinformationfor
documentsthatareretrievedfromthoseapplications.
•Clickaeldtwicetomakeitsearchable.Asearchsymbolappearsnexttotheselectedeldto
indicatethatitisusedasasearcheldforqueryingdocuments.
Note:Eachapplicationparticipatinginacross-applicationquerymusthaveatleastone
searchableeld.
5.Typeanameforthemultipleapplicationsearch.
6.SelectAvailabletoalluserstosharethequerywithotherusers(publicquery).
Ifyoudonotselectthisoption,otherusersarerestrictedfromusingthisqueryandthequeryis
consideredprivate.
7.ClickSA VE.
TheEditSearchpagedisplaystheindexeldsthatwereconguredassearchable.
8.Specifythesearchcriteriaandsavethequery.
Youcanusewildcards,expressions,full-text,andcombinationqueriestodenethesearchcriteria.
Formoreinformation,seeCreatingqueries,page40.
44
RetrievingDocuments
Usingmulti-applicationsearches
ThemaximumnumberofresultsthataredisplayedintheQueryResultspagecannotexceedthe
numberthattheadministratorconguresintheApplicationXtenderWebAccessweb.configle.
ApplicationXtender/ApplicationXtenderWebAccesssecurityaffectscross-applicationqueriesatthe
applicationanddocumentsecuritylevel.Forexample,iftheapplicationsecuritysettingrestricts
youfromviewinganapplicationthatispartofamulti-applicationquery ,thedocumentsfromthe
applicationdonotappearinthequeryresults.Similarly ,ifdocumentlevelsecurityrestrictsyoufrom
viewingcertaindocuments,suchdocumentsarenotretrievedwhenyourunamulti-application
query.
Workingwithsavedsearches
Youcanusesavedqueriesmultipletimes.Whenyousaveaquery,youcanmakeitavailabletoall
users.Otherwise,itisaprivatequerythatonlyyouandtheuserswiththeAdministratorprivilege
canaccess.Thesavedqueriesareavailableundertheapplicationforwhichtheyarecreated.A
locked-padlockiconnexttothequerynameindicatesthatthequeryisprivate.Anunlocked-padlock
iconindicatesthatalluserscanaccessandrunthequery.Thequeryownerandtheuserswiththe
Administratorprivilegecaneditaquerytochange:
•Aprivatequerytopublic,afterwhichthequerybecomesavailableinthelistofqueriesforall
usersandisprecededbytheunlockedpadlockicon
•Apublicquerytoprivate,afterwhichthequerybecomesunavailableinthelistofqueriesforall
usersandisprecededbythelockedpadlockicon
Note:Evenifamulti-applicationqueryislistedaspublic,youcanseethequeryonlyifyouhave
accesstoatleastoneoftheapplicationsusedinthequery.Also,ifyoudonothaveaccesstoall
applicationswithinamulti-applicationquery,thequeryresultsdonotshowmatchesfromthe
applicationsthatarerestricted.
Fromthelistofqueriesforanapplication,selectaqueryandopenthecontextmenutoviewthe
listofoperationsyoucanperformonaquery:
OptionOperation
Run
Torunaquery
Edit
Toeditthesearchcriteria
Delete
Todeleteaquery
Congure
Tocongureamultipleapplicationsearch
Note:Asavedqueryisalsoavailableundertheapplicationinthenavigationbar.Youcanclickthe
savedquerytorunthequeryfromthenavigationbar.
45
RetrievingDocuments
Workingwithqueryresults
Theindexeldsthatareusedinthesearchcriteriaappearascolumnheadersinthequeryresults.
Youcancustomizethequeryresultsviewbyrearrangingcolumns,removingcolumns,orboth,
accordingtoyourrequirements.
Whenyouselectadocumentfromthequeryresults,atoolbarappears.Assumingyouhavethe
necessaryprivileges,youcanusethetoolbarmenutodeletedocuments,exportCOLDdocuments,
emailandprintdocuments;andsubmitforfull-textindexing,OCRindexing,andtoabusiness
workow.Toperformtheseoperationsonasingledocument,selectadocumentandthenclickthe
adjacentdown-arrowicontoaccesscontextmenu.
Exportingselecteddocuments
Youcanexportselecteddocument(s)fromqueryresults.
1.FromtheQueryResultsPage,selectthedocumentsyouwanttoexportandthenclickExport>
ExportSelectedDocument(s)onthetoolbar.
2.IntheExportDocumentdialog,selectwhichitemyouwanttoexport:
•DocumentContent(s):includestwosub-options:UsePDFFormatandHideAnnotations.
•DocumentIndex(es)
3.ClickEXPORTtostartexport.
Aftertheexport,thebrowserwindowdisplaysthenameofthedownloadeddocument(s).TheExport
Documentdialogboxdisplaysthelog.Theleisautomaticallydownloadedtothedownloadsfolder.
Youcansavetheleinanotherlocation,ifrequired.Ifthedocumentsbeingexportedarelarge
andtheprogressisslow,youcanclickRunjobinbackendintheexportdialog.Youcancontinue
workinginWebAccessanddonotneedtowaitfortheexportjobtocomplete.Whentheexportjobis
nished,anoticationisdisplayedontheoatingicon.
Documentdisplayfromqueryresults
Afteryourunaquery ,youcanselectdocumentsfromthequeryresultstoviewthemintheDocument
Viewer.Iconstotheleftofthedocumentnamesindicateeitherthedocumentversion(previous,latest,
ornal)foreachdocumentorwhetherthedocumenthasbeencheckedout.Pageiconsarealsoused
torepresentdocumentsthatareavailableforretentionling.Dependingontherequirement,youcan
lethedocumentforretention.Formoreinformation,seeFilingdocumentsforretention,page80.
IconDescription
Latestversionofthedocument.
Previousrevisionofthedocument.
Checked-outdocument.
46
RetrievingDocuments
IconDescription
Latestversionofthedocumentunderretention.
Previousversionofthedocumentunder
retention.
Latestversionofthedocumentonretention
hold.Documentsunderretentioncanbeon
retentionholdandthisstatusoverwritesthe
retentionperiod.Thedocumentsarenotdeleted
fromthesystembutonlyhaveread-onlyaccess.
Previousversionofthedocumentonretention
hold.
Todisplayadocumentfromthequeryresults,selectadocumentandthenclickOPENonthecontext
menu.TheselecteddocumentopensinDocumentViewer.Youcanthenusethemenuoptions
andtoolbarbuttonstoperformdifferenttasks.
IfyouhaveselectedDisplayDocumentinaSeparatePopupWindowunderSearch/ResultSetin
theUserSettingspage,youcanopenandviewmultipledocumentssimultaneously.Eachdocument
appearsinaseparatewindow.
Printingselecteddocuments
1.FromtheQueryResultspage,selectthedocumentsthatyouwanttoprintandclickPrinton
thetoolbar.
2.InthePrintdialogbox,selectthepagesthatyouwanttoprint:
•Allpages
•Arangeofpages
3.SelectHideAnnotationstoavoidprintingthedocumentannotations.
4.ClickMoreOptionstospecifyadditionalprintoptions.
Note:Formoreinformation,seeConguringdatasourceusersettings,page19.
5.ClickPRINT.
TheselectedpagesarerenderedasaPDFleandappearinanewbrowserwindowortab.Ifone
oftheselecteddocumentsisnotrenderedsuccessfully,theentireprintjobfails.
Note:YourbrowsermusthaveaPDFreaderplug-in,suchasAdobePDFReader,installed.
Otherwise,thebrowserdownloadstherenderedPDFleratherthandisplayitinabrowser
windowortab.
6.ClickthePrinticononthebrowsertoolbartoselectaprinterandprintthePDFle.
Note:Ifthedocumentbeingprintedislarge,itmaytakesometimetocomplete.Inthiscase,you
canclickRunjobinbackendintheprintdialog.Theprintdialogwilldisappearandaoatingicon
willappearontheright-bottomofthescreeninstead.YoucancontinueworkinginWebAccessand
donotneedtowaitfortheprintjobtocomplet.Whentheprintjobisnished,anoticationis
displayedontheoatingicon.Youcanclicktheoatingicontoopenthejobmanagerdialogfrom
47
RetrievingDocuments
whichyoucanseetheprintedPDFresult.TheRunjobinbackendfunctioncanalsobeusedfor
emailandexportfunctions.
ExportingselectedCOLDdocuments
PDFles(excludingsecurePDFles),PlainText,andCompressedTextareconsideredComputer
OutputtoLaserDisk(COLD)documents.Youcanexportanyoneofthesetypes.
FromtheQueryResultspage,selectthedocumentsyouwanttoexportandclickExport>Export
COLDfromthetoolbar.
Toexportasingledocument,selectExportCOLDonthecontextmenu.
Note:WhenApplicationXtenderWebAccessprocessestheexportrequest,itpicksuptheletype
thatitencountersrstandskipstherest.Forexample,assumethatyouhaveselectedtwoPDF
documentsandonetextleforexport.Duringprocessing,ifApplicationXtenderWebAccess
encountersthePDFdocumentsrst,itmergesthetwoPDFdocumentsandexportsthemasasingle
PDFdocument.Itskipsthetextle.
Aftertheexport,thebrowserwindowdisplaysthenameofthedownloadeddocument.TheExport
Documentdialogboxdisplaysthelog.Theleisautomaticallydownloadedtothedownloadsfolder.
Youcansavetheleinanotherlocation,ifrequired.
Emailingselecteddocuments
Youcanemaildocuments,pages,andlinkswithApplicationXtenderWebAccessdocumentsand
pages.Toenabletheseoptions,rstregisteryouremailaddress.Fordetails,seeRegisteringemail
addresses,page61.
1.FromtheQueryResultspage,selectthedocumentsthatyouwanttoemail.
2.ClickEmailonthetoolbar.
Note:
•Iftheemailserverisnotconguredcorrectly,theEmailStatusdialogboxdisplaysanerror
message.
•IftheMailRegistrationdialogboxappears,congureyouremailaddressbeforeyousend
anemail.
3.IntheMailDocumentdialogbox,selectthefollowing:
FieldDescription
ToTheaddressoftheemailrecipient.Youcan
selectemailaddressesfromtheSelectContact
dialogboxortypetheemailaddressesof
multiplerecipients.
CcandBccOptionalrecipients,ifrequired.
SubjectThesubjectoftheemail.
48
RetrievingDocuments
FieldDescription
MessageFormatTheformatinwhichtheemailmustbesent:
•HTML
•Text
AttachThetypeofattachment:
•EntireDocument
•PageRange
Ifyouselectarangeofpages,typethe
startingandendingpagenumbersas
<#>-<#>inthetextbox.
SendAttachmentsasHyperlinksEnablesyoutoincludeattachmentsas
hyperlinksthatappearinthemessagebody.
Note:
•ReportsfromApplicationXtenderReports
Managementmustbeemailedonlyas
hyperlinks.
•Therecipientsofemailedhyperlinks
musthavetheappropriatepermissions
withintheApplicationXtendersystemand
ApplicationXtenderWebAccesstoview
thedocuments.
MergeSelectedDocumentsIntoOneGeneratesanewlethatcontainsallthepages
oftheselecteddocuments.
ArchiveDocumentsIntoOneZipFileIncludestheselecteddocumentsinaZiple
format.
HideAnnotationsHidestheannotationsandredactionsinthe
selecteddocumentsbeforeemailingthem.
EmailDocumentTitleThetitleoftheselecteddocumentsappears
intheemailbody.
4.Typethemessageinthetextbox.
5.ClickEMAIL.
Aconrmationmessageappearsthatindicatesthattheemailwassentsuccessfully.
Note:Ifyourbrowsertimesout,theemailissentfromtheserver.
Exportingdocumentindexes
Youcanexportdocumentindexestoawebbrowserforonlineviewing,ortoalethatcanbe
importedintoaspreadsheetapplication,suchasMicrosoftExcel.
49
RetrievingDocuments
1.Fromthelistofqueriesforanapplication,selectaqueryandrunit.
2.FromtheQueryResultspage,selectoneormoredocuments,andthenclickExportonthetoolbar.
3.Selectamethodforexportingtheindexes:
•Toexportalltheindexvaluesfromthequeryresults,clickExportAllIndexesfromthelist.
•Toexportonlyachosensetofindexes,selecttherequireddocumentsfromthequeryresults,
andthenclickExport>ExportSelectedDocument(s)>DocumentIndex(es)fromthelist.
ApplicationXtenderWebAccesssavestheindexesasaTabSeparatedValue(TSV)leora
CommaSeparatedValue(CSV)le.
Submittingselecteddocumentstoworkow
YoucansubmitdocumentstoabusinessworkowiftheApplicationXtenderWorkowIntegration
ModuleisconguredinApplicationXtenderAdministrator.
Note:Youmustbegrantedpermissiontosubmitdocumentstoaworkow.
1.FromtheQueryResultspage,selectthedocumentsthatyouwanttosubmit.
2.ClickWorkow.
3.Selectabusinessprocessfromthelist.
Note:ThebusinessprocessesarecreatedintheApplicationXtenderWorkowManagerand
ApplicationXtenderWorkowIntegrationModuleisusedtoconnecttotheworkow.Loginto
ApplicationXtenderWorkowManagertocheckifthesubmissionwassuccessful.
Submittingselecteddocumentsforfull-textindexing
1.FromtheQueryResultspage,selectoneormoredocuments,andthenclickSubmitonthe
toolbar.
2.ClickFull-TextIndexJobfromthelist,andthenselecttheappropriateOCRLanguage.
3.ClickSUBMIT.
Aconrmationmessageappearsthatindicatesasuccessfulsubmission.
SubmittingselecteddocumentstoprocessOCR
1.FromtheQueryResultspage,selectoneormoredocuments,andthenclickSUBMITonthe
toolbar.
2.ClickOCRJobfromthelist,andthenselecttheappropriateOCRLanguage.
3.ClickSUBMIT.
Aconrmationmessageappearsthatindicatesasuccessfulsubmission.
50
RetrievingDocuments
Deletingselecteddocuments
1.SelectthedocumentsthatyouwanttodeletefromtheQueryResultspage.
2.ClickDeleteonthetoolbar.
3.Intheconrmationmessagedialogbox,clickDELETEtoconrmtheoperation.
PerformingAdHocTextSearchonSelectedDocuments
Aftersubmittingaqueryandreceivingalistofdocumentsmatchingthesearchcriteria,youcan
furtherrenetheresultsorlocatethetextcontentbyperforminganadhoctextsearchontherecords
intheresultset.
1.Locatethetextsearchsectiononthequeryresulttoolbar,thentypethekeywordsinthetext
searchinput.
2.ClicktheTextSearchicontolaunchtextsearchonselecteddocumentsinthequeryresult.The
TextSearchdialogappears.
•Ifthereisnoselecteddocument,alldocumentsinthecurrentqueryresultpagearesearched.
•Alternatively,youcanalsoperformatextsearchonasingledocumentfromthequeryresult
contextmenuAdHocTextSearch.
3.Duringasearch,theprogressisdisplayedatthebottomoftheTextSearchdialog.
•ClicktheCancelbuttontostoptextsearchingwhileitisprocessing.
•Youcanalsosearchforotherkeywordsfromdedicateddocumentsbyenteringkeywordsin
thesearchinputandclickingtheTextSearchbuttoninthesearchdialog
4.Textsearchresultsarelistedinthetextsearchdialog.Thetextsearchresultsareorganized
asfollows:
•Therstfourhitpagesforeachhitdocumentarelistedbydefault.ClicktheMorehitpages
linktoviewmorehitpages.
•Hitwordsarehighlightedforeachpage.Toshowmorehitwords,clicktheMorehitslink.
•Ifspeciedkeywordsarenotfoundinanydocument,themessageThespeciedtextwasnot
foundisdisplayed.
5.Toviewanydocumentinthelistoftextsearchhits,clickthePage#linkorthehitword
highlightedforthedocumentyouwanttoview.
ThedifferencebetweenxPloreandnon-xPloreApplications
IfanApplicationisusingxPlorefull-textengine,thetextsearchisbasedonxPlore.WebAccess
submitsthetextsearchcriteriatoxPlore,getsthehitinformationandthenshowstheUI.Besidestext
documentandthedocumentshaveOCRedtextle,PDF,Ofcedocumentsandotherdocuments
supportedbyxPlorecanbesearchedviatextsearch.Thetextsearchresultonqueryresultalways
displaystextresultwithhitinformationforbothtextureleandotherles.Butwhenopeningthe
51
RetrievingDocuments
documentfromthetextresultsordoingatextsearchonanopeneddocument,itshowshighlighted
informationbasedonthedocumenttypeslikefull-textsearchhighlighting.
Ifnofull-textengineisconguredforanApplication,WebAccessdoesatextsearchonthetext
contentofthedocument.Thetextcontentcouldbe:
•Theoriginalpagecontentisatextleorcompressedtextle
•ThepagehasOCRedtextcontent
WebAccessusesasimplesearchalgorithmtoperformtextsearches.Ittriestondkeywordsbyexact
matchbutdoesnotperformwordsearching.
Wilcardsupport
WildcardCharacterFindsxPloreApplicationnon-xPlore
Application
*AnycharactersSupportedSupported
?AnysinglecharacterSupportedSupported
@Anysinglenumeric
character
Notsupported,willbe
replacedbyspace.
Supported
#Anysinglenumeric
character
Notsupported,willbe
replacedbyspace.
Supported
!Anysinglenon-space
character
Notsupported,willbe
replacedbyspace.
Supported
CustomizingtheQueryResultsview
1.IntheQueryResultspagetoolbar,clicktheCustomizeQueryResultsicononthetoolbar.
IntheCustomizeQueryResultsdialogbox,bydefault,alltheindexeldsareselectedfor
displayinthequeryresults.
2.SelectarowandclicktheMoveUpiconortheMoveDownicon,dependingonhowyouwantto
reorganizetheindexcolumns.
3.Selecttheindexeldsthatyouwanttoappearinthequeryresults.
4.ClickSA VE.
52
Chapter5
ViewingDocuments
Effectivedatastorageandretrievalisvitaltoausefuldocumentimagingsystem.Whenadocument
isretrievedfromstorage,however,thefocusshiftsfromyourabilitytoaccessdatatoyourabilityto
manipulatedata.Displayingaretrieveddocumentinawaythathighlightsimportantdataensures
efcientdataprocessing.
ApplicationXtenderWebAccessprovidesdifferentviewingmodes.Inadditiontoviewinga
document,youcanalsoviewspecicdetailssuchastherevisionhistory,documentversions,image
details,anddocumentproperties.
UsingThumbnails
Thumbnailsarelinkstoindividualpagesinadocumentthatenableyoutolocateanddisplayapage
fromalargedocumentquickly.WhenyouviewadocumentintheDocumentViewer,thepage
thumbnailsappeartotheleftofthedocumentimage.
1.Ifthethumbnailsviewisnotenabled,selecttheShowPageThumbnailsoptionunderDocument
ViewintheUserSettingspage.
2.Inanopendocument,clicktheShow/HideThumbnailiconontheleftofthetoolbartohide
orviewpagethumbnails.
3.Inthethumbnailview,clickthedown-arrowattheupperrighttoshowthethumbnailview
toolbar,whichishiddenbydefault.
4.Selectasinglepagethumbnail,orpress:
•Ctrlandthenselectmultiplepagethumbnails.
•Shiftandselectabeginningpagethumbnailandanendingpagethumbnailtoselectarange.
•Ctrl+Shiftandthenselectpagethumbnailsandretainanypreviouslyselectedpage
thumbnails.
Theselectedpagethumbnailsincludeacheckmarkontheupperleft.
Youcanthenperformthesetasks:
•Draganddropselectedpagethumbnailstoreorderpages.
•Cutandpasteselectedpagethumbnailstomovepages.
•Deleteselectedpagethumbnailstodeletepages.
53
ViewingDocuments
•Email,export,orprintonlytheselectedpagethumbnails.
•Changethepagethumbnailsizebyusingtheslideronthethumbnailviewtoolbar.
Note:Youcannotcut,paste,ordeletepagethumbnailsinread-onlydocumentsorin
documentsforwhichyoudonothavepermission.Youcannotcut,paste,ordraganddrop
pagethumbnailsinabatchthumbnailview.
5.Optionally ,draganelectronicle(orles)fromyourdesktopintothethumbnailsviewand
hoveroverthepagethumbnailbeforewhichyouwanttoplacethele.Then,droptheleto
insertitintothedocument.
Operationmodes
ApplicationXtenderWebAccesshasfourmodesofoperation:normalmode,check-in/check-out
mode,read-onlymode,andreasonauditmode.Thenormalandcheck-in/check-outmodesof
operationenabletheuseofrevisioncontrolinApplicationXtender.Revisioncontrolkeepstrackof
whichuserisworkingonadocumentandcanalsobeusedtotrackpreviousrevisionsofadocument.
Reasonauditmodeisusedtoauditdocument-relatedoperations,suchasdocumentexportand
printing,andrecordthereasonthattheyareperformed.
Normalmode
Ifyoursystemisconguredwiththenormaldisplaymode,youcanopendocumentsonlyinthis
mode.WhenApplicationXtenderWebAccessisinthenormalmode,useofrevisioncontrol
isoptional.Youcanopenandmodifydocuments,and,whenyouclosethem,thechangesare
automaticallysavedtotheApplicationXtenderdocumentrepository.
Youcancheckoutdocumentsinthenormalmodetopreventotherusersfrommakingchanges
whileyouareworkingonadocument.However,usersarenotrequiredtocheckoutadocument
beforemakingmodications.
Note:Thereverseisalsotrue.Ifanotheruserchecksoutadocument,youcannotmodifythesame
documentuntiltheuserchecksitin.Topreventaccidentaldataloss,itisstronglyrecommendedthat
youcheckoutdocumentsbeforeyoumodifythem.
Check-in/check-outmode
ApplicationXtenderWebAccesscheck-in/check-outmodeprovidesamoresecurelevelofversion
controlthanisprovidedinnormalmode.Itisstronglyrecommendedthatyoucheckoutany
documentthatyouintendtoedit.Ifyouchangeadocumentwithoutcheckingitout,accidentaldata
losscanoccurifanotherusermakeschangestothesamedocumentsimultaneously .
Forexample,assumethatyouareeditingadocumentandhaveaddedafewpagesofnewdata.You
havenotcheckedoutthedocument.Anotheruseropensthesamedocument,withoutseeingthe
changesthatyouhavemade(becauseyouarecurrentlyworkingonthem),andmakesadditional
changes.Meanwhile,youcloseandsavethedocument.Whentheotheruserclosesandsavesthe
54
ViewingDocuments
samedocument,theirchangesaresaved,overwritingyourwork.Allofyourchangesarelost.Ifyou
hadcheckedoutthedocumentbeforemakingchanges,theotheruserwouldhavebeenabletoopen
thedocumentonlyinread-onlymodeandcouldnothavemadeanychangesuntilyouchecked
inthedocument.
IftheApplicationXtendersystemadministratorhasenabledthecheck-in/check-outmodeonthe
ApplicationXtenderWebAccessserver,orifyouhaveselectedthePromptforCheckoutoption
underDocumentViewintheUserSettingspage,youarepromptedtospecifywhetheryouwant
tocheckoutthedocumentoropenitasread-only.Thepromptdoesnotappearifyouopenthe
followingtypesofdocuments:
•Apreviousrevisionofthedocument
•Thenalrevisionofadocument
•Achecked-outdocument;thedocumentopensasread-onlyifcheckedoutbyanotheruserand
continuesinchecked-outmode(resumecheck-outmode)ifcheckedoutbythecurrentuser
Note:Aresumedcheckoutmightfailforauserwhoworksonmultipleworkstations.Ifauser
opensthedocumentthatischeckedoutonworkstationAandthentriestodothesameon
workstationB,theresumedcheckoutfailsonworkstationB,andthedocumentopensasread-only.
IfyoudonotselectPromptforCheckout,youcanopenthedocumentandthencheckitoutby
selectingCheckOutfromtheDocumentmenu.
Whenyoucheckoutadocument,acopyofthedocumentasitexistsintheApplicationXtender
repositoryiscreatedandthiscopybecomesyourworkingcopy .Evenwhenyoucloseadocument,
youcankeepthedocumentcheckedouttocontinueworkingonit.
IfyouhaveselectedthePromptforCheckoutoptionfortheapplicationthatyouareusing,youcan
checkinthenalrevisionofadocument.Afteryoucheckinthenalrevision,userscanopenthe
documentonlyintheread-onlymode.
Note:Userswiththedeletionprivilegecandeletethenalrevisionofadocumentfromthe
ApplicationXtenderrepository.
YoucanalsocancelthecheckoutbyselectingCancelCheckoutfromtheDocumentmenu.Whenyou
cancelthecheckout,theworkingcopyisdeletedandApplicationXtenderconsidersthedocument
revisionintherepositoryasthecurrentrevision.Thechangesthatyoumadetotheworkingcopyare
discarded.
Whenyounishyourchanges,youcanchoosetocheckthedocumentbackintotherepository.
YoucancheckinadocumentbyselectingCheckInfromtheDocumentmenu.Whenyoucheck
inadocument,identifythestatusofthedocumentrevision.Youcanassigntherevisionasminor,
major,orareplacementforthecurrentrevision.
Thefollowingtableliststhethreedocumentrevisiontypesanddescribestheirfunctions:
55
ViewingDocuments
OptionDescription
CheckinasaminorrevisionCreatesanewdocumentversion,keepsthe
previousversion,andchecksinthedocument.
Thenewversionusesthesamedocumentindex
informationasthepreviousversion.Foreach
minorrevision,theversionnumberforthe
documentincreasesby.1(forexample,version
1.0becomesversion1.1).
CheckinasamajorrevisionCreatesanewdocumentversion,keepsthe
previousversion,andchecksinthedocument.
Thenewversionusesthesamedocumentindex
informationasthepreviousversion.Foreach
majorrevision,theversionnumberforthe
documentincreasesby1.0(forexample,version
1.0becomesversion2.0).
ReplacethecurrentrevisionReplacestherevisionthatwasretrievedwhen
thedocumentwascheckedoutandchecksin
thenewdocument.
FinalRevisionMarksthedocumentasnal.Thenalversionof
adocumentcanbeopenedonlyintheread-only
mode;youcannotcheckoutormodifyit.
Note:Youcanmarkadocumentasnalonlyif
thePromptforCheckoutoptionisselectedfor
theapplication.
Read-onlymode
Intheread-onlymode,youcannotmodifydocuments;youcanonlyreadthem.Therearemany
circumstanceswhenyoumightworkwithdocumentsintheread-onlymode:
•Ifyouhavealreadycheckedoutadocumentandthenopenanotherinstanceofthesamedocument
•IfyouselectReadOnlyintheDocumentVersionControldialogbox(appearsonlyifthePrompt
forCheckoutoptionisselectedfortheapplication)
•Ifyouopen:
—Adocumentthatsomeoneelsehascheckedout
—Thenalversionofadocument
—Adocumentthatisunderretention
Youcannotaddordeletenewpagesorpagerevisions,addannotationsorredactions,ormodifythe
documentindexforaread-onlydocument.Ifyouopenadocumentasread-onlyandthendecideto
makechangestothedocument,assumingthatanotheruserhasnotcheckedoutthedocument,you
cancheckoutthedocumentbyselectingCheckOutfromtheDocumentmenu.
56
ViewingDocuments
ReasonAuditmode
TheApplicationXtendersystemadministratorcongurestheReasonAuditmodeattheapplication
leveltofacilitatecompliancewiththeHealthInsurancePortabilityandAccountabilityActof1996
(HIPAA).Ifcongured,whenyouselecttoview,print,export,oremailoneormoredocuments,
ApplicationXtenderWebAccessdisplaystheReasonCodeRequireddialogbox.Inthisdialogbox,
selectataskthatyouwanttoperformanddescribethereasonforperformingthetask.
DocumentViewertoolbarandmenuoptions
TheDocumentViewertoolbarincludesbuttonsthatenableyoutomanipulatedocumentimages,
printdocumentpages,anddisplayinformationaboutimages,amongotherthings.Ifyouhavethe
properpermissions,youcanuseotherbuttonstomakeannotationsandredactionsincludinglines,
arrows,highlights,andtextannotations.Youcanusethebuttonstoshoworhideannotations,saveor
deleteannotations,andpositionannotationswithreferencetoadocumentorbatchpage.
TheDocumentandPagemenusalsoprovideoptionstoperformawiderangeofoperationsonan
opendocument.TheEMAIL,PRINT,andEXPORToptionsenableyoutoperformtheseoperations
directlyfromthebrowser.Formoreinformation,seePrintingselecteddocuments,page47,Emailing
selecteddocuments,page48andExportingselectedCOLDdocuments,page48.
Note:IfEnableInlineRenderingofForeignFilesunderDocumentViewisselectedintheUser
SettingspageandRenderforeignlesasHTMLisenabledontheserver,foreignlesarerendered
asHTMLratherthanlinksthatcanbeusedtodownloadoropentheforeignle.Iftheforeignleis
anunrecognizedletype,itappearsasalinkthatyoucanusetodownloadthele.
Viewingsubpages
Ifthereismorethanonesubpageinapage(forexample,inanInformationandContentExchange
(ICE),TIFF,DCX,orPDFpageformat),youcanusetheNextSubpageandPreviousSubpage
buttonstonavigatethroughthesubpages.
Viewingversionsofapage
Ifmorethanoneversionofapageexists,ApplicationXtenderdisplaysthelatestversionbydefault.
YoucanusethePreviousPageVersionandNextPageVersionbuttonstonavigatethroughallthe
versionsofapage.Youcanalsoaddanewpageversion,deletethecurrentversion,anddeleteall
previousversionsbyusingtheappropriatebuttonsonthePageVersiontoolbar.
57
ViewingDocuments
Displayingimageinformation
YoucanviewtheimageinformationforadisplayeddocumentbyselectingDisplayImage
InformationfromthePagemenuonthetoolbar.
Addingannotations
Whenyouworkwithdocuments,severaltypesofannotationsareavailable.Youcanaddtext
annotationsthatcanbeviewedasactualtextorasanicon.Allannotations,includingtext,canbe
placedwithindocumentsinthetransparentoropaque(lled)mode.
Note:Whenyouaddannotationstoadocumentwithsubpages,youcanaddannotationsonlyto
therstsubpageofthedocument.
Formoreinformation,seeChapter7,Annotations.
Viewingdocumentproperties
TheDocumentPropertiespageenablesyoutoviewinformationaboutanactivedocument.Toview
thisinformation,selectDocumentPropertiesfromtheDocumentmenuonthetoolbar.
Youcanviewbasicinformationsuchasthenameoftheapplication,revisionnumber,nameofthe
personwhocreatedandthedateofcreation,andtheloginIDofthepersonwhohascheckedout
thedocument,includingthedateandtimeofcheckout.Thesearesystempropertiesassignedby
ApplicationXtenderWebAccess.Youcannotchangethem.
Youcanspecifythefollowingadditionalinformation:
•Titleofthedocument
•Subjectofthedocument
•Authorofthedocument
•Relevantkeywordsrelatedtothecontentofthedocument
•Commentsaboutthedocument
Afterspecifyingthedetails,youcansavethepropertiesorresetthepropertiestotheiroriginalvalues.
Youcanretrievedocumentsbyusingthesedocumentpropertiesinasearchcriteria.
Viewingrevisionhistory
Whenyoucreatemultipleversionsofadocument,ApplicationXtendercreatesarecordoftherevision
history.Itliststherevisionsthathavebeenmade,theuserwhohascheckedineachrevision,thedate
therevisionwasmade,andthecheck-incomment.Youcanalsoopenordeleteaspecicrevision.
Toviewtherevisionhistory,selectRevisionHistoryfromtheDocumentmenuonthetoolbar.
58
ViewingDocuments
Usingtextview
DuringtheOCRprocess,ascannedimageofadocumentorapageisconvertedintoactualtext.Text
viewshowstheOCRresultoftheimage.Toviewtheactualtext,selectTextViewfromthePage
menuonthetoolbar.
Performingatextsearch
1.ClicktheTextSearchbuttontoperformatextsearchintheopeneddocument.TheTextSearch
dialogappears.
2.EnterkeywordsinthesearchinputledandclicktheTextSearchbuttontobeginsearching.
3.Ifthekeywordsarefound,theviewernavigatestothersthitpageandhighlightsthehitwords.
Ifthekeywordarenotfound,theviewerdisplaysThespeciedtextwasnotfound.
4.ClickthePreviousHitPageorNextHitPagebuttonintheTextSearchdialogtonavigateto
otherhitpages.
Viewingforeignles
TheApplicationXtenderWebAccessadministratordeterminesthemethodthatApplicationXtender
WebAccessusestoprocessesforeignles.
TheHTMLversionsofforeignlesaredisplayediftheadministratorhasconguredthesystemfor
thisfeatureandyouhaveselectedEnableInlineRenderingofForeignFilesforDocumentView
intheUserSettingspage.
IfyoudonotselectEnableInlineRenderingofForeignFiles,thenameoftheforeignleappearsas
alinkintheDocumentViewer.Youcandownloadtheleorrenderittoopeninanotherwindow.
Toopenorsavetheforeignle,clickthedownloadlink.Ifthenativeapplicationoftheleis
installedonyourworkstation,youcanviewtheleinthatapplication.Ifthenativeapplicationisnot
installed,youcanonlysavethele.
ViewingApplicationXtenderReports
Managementreports
YoucanretrievereportsfromtheApplicationXtenderReportsManagementmodulebycreatinga
reportspecicquery.
Tocreateanewreportquery:
1.Fromthelistofapplications,selecttheapplicationforwhichyouwanttocreateaquery.
2.ClicktheSearchicononthetoolbarandselectNewReportSearchfromthelist.
3.Specifythesearchcriteriatolocatethereportsyouwanttoretrieve.
59
ViewingDocuments
Note:Thereareonlythreeelds:TIMESTAMP,DESC(Description),andRPTTYPE(Report
Type).Youcanusealltheindexeldquerymethodsontheseelds.Formoreinformation,see
Single-applicationsearches,page40.
4.ClickRUNtorunthequery.
Note:IfyoudonothaveanApplicationXtenderReportsManagementlicense,anerrormessage
appearsafteryouclickRUN.
5.IntheQueryResultspage,selectthereportthatyouwanttoviewandthenclickOpenonthe
contextmenu.
ThereportappearsintheDocumentViewer.
Youcannavigatethroughthepagesofthereportandthenemailthem.
60
Chapter6
ManagingDocuments
AfullrangeofdocumentmanagementfunctionalityisavailableinApplicationXtenderWebAccess,
includingtheabilitytoprint,email,delete,andexportdocumentsandpages.Youcanalsomodify
theindexeldvaluesofdocuments.
Usingtheemailfunctionality
Youcanemailselecteddocumentseitherasinsertedlesorlinks.Youcanaccesstheemail
functionalityfromtheQueryResultspageorwithinDocumentViewer.
Note:YoucansaveemailmessagesinMSGorEMLformatandopentheminanemailclientsuch
asOutlook.Youdonotneedtoregisteryouremailaddressinthismode.TheApplicationXtender
systemadministratorenablestheSaveMailtoClientsettingtoenableyoutousethismode.
Caution:IfyourWXserverhasOutlookx64installed,theclientemailforMSGformatwillnot
workduetocompatibilityissues.Toresolvethis,performoneofthefollowingactions.
•UninstallOutlook64bitandinstallOutlook32bit.
or
•UninstallOutlook64bitandreruntheWebAccessInstaller.ItwillinstalltheCDO
component.
Registeringemailaddresses
Beforeyoucanemaildocuments,registeryouremailaddressinthesystem.
1.IntheMailRegistrationdialogbox,typeyouremailaddressintheSMTPformat
(yourname@yourcompany.com).
2.ClickOK.
3.Afterthesystemprocessesandaddsyouremailaddressintotherepository ,itsendsa
conrmationcodetotheregisteredemailaddress.
4.OpenyouremailclientandcheckforamessagewiththeApplicationXtenderWebAccessEmail
RegistrationID.Openthemessageandcopytheconrmationcodefromthemessage.
61
ManagingDocuments
5.ReturntotheMailRegistrationdialogboxandpastetheconrmationcodeinthecorresponding
textbox.
Note:
•Ifyouaccidentallydeletetheemailmessagebeforecopyingconrmationcode,clickResend
conrmationcodetothesuppliedemailaddresstohaveanotherconrmationcodesentto
theregisteredemailaddress.
•Alwaysusethemostrecentconrmationcode.
6.ClickOK.
TheMailDocumentdialogboxappearswhereyoucanspecifythedetailsforemailing
documents.
Formoreinformation,seeEmailingselecteddocuments,page48.
Changingtheregisteredemailaddress
Ifyouremailaddresschanges,updateyourregisteredemailaddresswiththenewaddress.
1.FromtheQueryResultspage,selectthedocumentsthatyouwanttoemail.
2.ClickEmailonthetoolbar.
3.IntheMailDocumentdialogbox,clicktheChangelink.
4.IntheMailRegistrationdialogbox,replacethecurrentemailaddresswithyournewemail
address.
5.ClickOK.
Savingemail
YoucansaveunsentemailmessagesasMSGorEMLles.Youcanthenopenthesavedmessagesin
anemailclientapplicationandsenditatalatertime.
1.FromtheQueryResultspage,selectthedocumentsorpagesthatyouwanttoemail.
2.ClickEmailonthetoolbar.
3.SelectAllPagesorspecifyapagerange.
4.Typeasubjectandthebodyofthemessage.
5.Selecttheemailoptions.
6.SelecteitherMSGFormatorEMLformat.
7.ClickEMAIL.
62
ManagingDocuments
Creatingnewpageversions
ApplicationXtenderWebAccessenablesyoutosaveupto255versionsofasingledocumentpage.
1.Locatethedocumenttowhichyouwanttoaddpages,byqueryingthecorresponding
ApplicationXtenderapplication.
2.FromtheQueryResultspage,selectthedocumentandthenclickOpenonthecontextmenu.
TherstpageofthedocumentappearsintheDocumentViewer.
3.Selectapagebyusingthepagethumbnails,clickthePagemenuonthetoolbarandthenselect
NewVersion.
4.IntheNewPageVersiondialogbox,browseandselectanelectronicle.
5.ClickUPLOAD.
ApplicationXtenderWebAccessdisplaysthenewversionofthepage.Ifyouhaveuploaded
moreversions,youcanviewthetotalnumberofversionsforthepageandalsomovefrom
oneversiontoanother.
Movingorcopyingdocumentpages
ApplicationXtenderWebAccessenablesyoutomoveorcopydocumentpagesbetween
ApplicationXtenderapplications.Itprocessesthepagesasanewbatchinthetargetapplication.You
musthavetheBatchScanprivilegeforthetargetapplicationandtheDeletePageprivilegeforthe
sourceapplicationtomovepages.TheBatchScanprivilegeforthetargetapplicationissufcientto
copypages.
1.Locatethedocumenttowhichyouwanttoaddpages,byqueryingthecorresponding
ApplicationXtenderapplication.
2.FromtheQueryResultspage,selectthedocument,andthenclickOpenonthecontextmenu.
3.Selectthedocumentpagebyusingthepagethumbnails,clicktheDocumentmenuonthetoolbar,
andthenselectCopyorMovePages.
4.IntheCopyorMovePagestoNewBatchdialogbox,specifythefollowing:
63
ManagingDocuments
FieldDescription
DocumentPagesThepagenumberofthepageyouwantto
moveorcopy.
Tospecifyacontinuouspagerange,insert
ahyphenbetweentherstandlastpage.
Example:1-4.
Tospecifyseparatepages,insertacomma
betweeneachpage.Example:2,4.
Tospecifydifferentpageranges,inserta
commabetweeneachrange.Example:1-2,5-9.
IncludePageV ersionsMoveorcopyallversionsoftheselected
pages.
Note:Ifyoumoveorcopymultipleversions
ofaone-pagedocument,ApplicationXtender
WebAccessconvertsthepageversionsto
separatepagesinthetargetapplication.
TargetApplicationTheapplicationtowhichyouwanttomove
orcopythepages.
BatchNameThenameofthebatch.
IndexNewDocumentIndexthebatchimmediatelyaftermovingor
copyingthepages.Ifyoudonotselectthis
option,selectthebatchfromtheUploaded
Batcheslistwhenyouarereadytoindexthe
batch.
5.ClickMOVEifyouwanttomovetheselectedpagesfromthesourceapplication.
6.ClickCOPYifyouwanttoleaveacopyofthepagesinthesourceapplication.
Exportingdocuments
1.OpenadocumentfromtheQueryResultspage.
2.SelectExportDocumentfromtheDocumentmenu.
3.IntheExportDocumentdialogbox,selectthepagesthatyouwanttoexport:allpages,current
page,orarangeofpages.
4.SelectHideAnnotationstoavoidexportingtheannotationsonthepage.
5.ClickEXPORT.
Aftertheexport,thebrowserwindowdisplaysthenameofthedownloadeddocument.TheExport
Documentdialogboxdisplaysthelog.Theleisautomaticallydownloadedtothedownloadsfolder.
Youcansavetheleinanotherlocation,ifrequired.
64
ManagingDocuments
AddingpagestoApplicationXtender
documents
1.Locatethedocumenttowhichyouwanttoaddpages,byqueryingthecorresponding
ApplicationXtenderapplication.
2.FromtheQueryResultspage,selectthedocument,andthenclickOpenonthecontextmenu.
3.Toappendnewpagestotheendofthedocument,draganddroptheelectronicleorlesfrom
yourdesktopintotheopendocumentarea.
4.Toinsertthenewpagesbeforeorafteraparticularpageinthedocument:
a.Selectthepagethumbnail.ThepageappearsintheDocumentViewer.
b.FromthePagemenu,selectNewPage.
c.IntheAddNewPagedialogbox,browseandselecttheelectroniclethatyouwantto
appendtothedocument.
d.Selectthepositionwhereyouwanttoaddthenewpages.
e.ClickUPLOAD.
Thenewpagesareinsertedinthedocumentattheselectedinsertionpoint.Thumbnailsof
theuploadedpagesappearatthecorrespondingpointinthesequenceofthumbnails.
Whenyouaddamaille(.MSGformat)toadocument,youcanchoosetoaddthemailattachment
asnewpages.Whenyoudoso,thenewuploadedlewillbesplitintoseveralpages,depending
onhowmanyattachmentsthelehas.TheusersettingImportEmailAttachmentasNewPage
enablesordisablesthisfunction.
Scanningpagestodocuments
Youcanalsoaddpagestobatchesbyscanning(NewPage,ReplacePageandNewVersion).
ForNewPageoperation,youcanscanandinsertthescannedpagesbeforeorafterthecurrentpage,
orappendtothecurrentdocument.
ForReplacePage,youcanscanandreplacethecurrentpagewiththescannedpage(onlytherst
pagescannedisusedtoreplacethecurrentpage).
ForNewVersion,youcanscanandcreateanewpageversionforthecurrentpage(onlytherst
pagescannedisusedtoreplacethecurrentpageversion).
Fieldmasking
ApplicationXtenderadministratorscanuseavalidationmasktospecifytheexactformat(character
pattern)requiredforeachtextindexeldthatisassociatedwithanapplication.Iftheadministrator
selectstheV alidationMaskoptionforatexteld(inApplicationXtenderAdministrator),
ApplicationXtenderperformsacharacter-by-charactervalidationofeachvaluethatyouspecifyfor
anindexeldduringthedocumentindexingprocess.Thisactionensuresthatdataisstoredinthe
databaseinthedesignatedformat.
65
ManagingDocuments
ApplicationXtenderextendstheconceptofeldmaskingtoenableadministratorstomaskeld
displayvalues.Thisfeaturepreventsyoufromviewingcondentialdatainindexelds.
YoucanviewtheindexeldswhenyouviewdocumentsfromtheQueryResultspage.Themasked
eldvaluesarenotvisibleintheApplicationXtenderWebAccessuserinterface,regardlessofuser
permissions.Anasterisk(*)appearsinplaceofeachmaskedcharacterintheindexeld.Youcan
modifytheindexvaluesformaskedelds,butyoucannotviewtheoriginalvalue.
Modifyingindexeldvalues
Ifyouhavetheappropriatepermissions,youcanaccessApplicationXtenderdocumentsandmodify
theirindexeldvalues.Forinformationaboutindexinginstructions,seeIndexingbatchesmanually,
page34andUsingtheAutoIndexfeature,page37.
1.Fromthelistofapplications,selectanapplicationandrunaquery.
2.FromtheQueryResultspage,selectthedocument,andthenclickOpenonthecontextmenu.
TherstpageofthedocumentappearsintheDocumentViewer.IfyouhaveselectedShow
IndexViewunderIndexintheUserSettingspage,thecurrentindexvaluesforthedocument
alsoappearintheindexelds.Otherwise,clickthearrowicononthecenterrightofthepageto
opentheindexview.
3.ClickMODIFY.
4.Makethenecessarychangestotheindexdata.
Note:IfyouhaveselectedEnableDualDataEntryunderIndexintheUserSettingspage,type
therelevanteldvaluestwicetovalidatethevalue.
5.ClickSA VE.
Batchdeletingdocuments
IfyouhaveDeleteDocandRetentionAdministratorpermissionsonanapplication,youcanbatch
deletethedocumentsinthatapplication.
1.Selectanapplicationfromthelist.
2.Clicktheplus(+)symbolintheupperrightcorner,thenRetentionAdministration.
3.IntheSELECTMODEtab,selectDisposeofdocumentsfromtheapplicationthenclickNEXT.
4.IntheSEARCHDOCUMENTStab,inputthequerycriteriaandclickNEXT.
Note:Thedefaultmaximumnumberofqueryresultsretrievedperqueryis1000.Youcanchange
thevalueofMaxQueryResultsintheleweb.configtochangethemaximumnumberof
queryresultsretrievedperquery.
5.IntheSELECTDOCUMENTStab,selecttheradiobuttonProcessalldocumentsfoundorselect
thedocumentsyouwanttodeleteandclickRUN.
66
ManagingDocuments
6.InthePROCESSRESULTtab,clickFINISHorRESTARTtoendtheprocess.
67
ManagingDocuments
68
Chapter7
Annotations
ApplicationXtenderWebAccessenablesauthorizeduserstoattachannotationstoApplicationXtender
documentorbatchpagestohighlightimportantinformation,commentonthecontentsofthepage,or
blockareasofthepagefromview.Youcanaddannotationstoimages,text,andPDFles.
Note:Ifyouruseraccountincludesannotationgroupoptionsbutdoesnotgiveyouindividual
annotationprivileges,settheannotationgroupasthedefaulttobeabletousetheannotationfeatures.
TheApplicationXtendersystemadministratorcanspecifythissettingforyouruseraccountin
ApplicationXtenderAdministrator.
Youcancustomizeannotationpropertiestocreatetheeffectsthatyouwant.Forexample,youcan
changethelinewidthandcolorsofannotations.Oryoucanusethelledsettingwiththeredaction
featuretomakeannotationsopaquetoblocksectionsofadocumentfromview.Ashow/hidefeature
enablesyoutovieworhideannotationswithaclick.Youcanalsosaveordeleteannotations.
Thereisnolimittothenumberofannotationsyoucanplaceonapage;however,manyannotations
mightslowordistortpagerendering.
Inadditiontoplacingmultipleannotationsonanimage,youcanoverlapannotations,extendingone
annotationoveranother.Anewannotation,ifaddedtooverlapanexistingone,isplacedonthetopor
front“layer”ofthepage.Theexistingannotationisplacedonthebottomorback“layer”ofthepage.
Note:Whenoverlappingannotations,createtheannotationsbyusingtheredactionfeaturesothat
thecolorsappearopaque.Otherwise,thecolorsappeartransparentandyoumightbeunableto
distinguishbetweenthetwoannotations.
Annotationtypes
TherearevetypesofannotationsthatyoucanaddtoApplicationXtenderdocuments:
•Lineannotations:Theseincludethestraightline,thefreehandline,thearrow,andthepolyline.
—Youcanusethefreehandlinefeaturetodrawcurvedlines,straightlines,andcombination
lines(lineswithcurvedpartsandstraightparts).
—Apolylineconsistsofaseriesofstraightlinesconnectingmultiplepointsornodes.Because
thenodesdeningthepolylinedonothavetobealigned,youcancreatelineannotationsthat
arenotstraightlines.Polylineannotationscancontainanglesandcanevendelineateshapes.
Youcannotllcolortoashapethatyoucreatewiththepolylineannotation.Tocreateacustom
shapebyusingstraightlinesandallcolor,usethepolygonshapeannotation.
•Shapeannotations:Theseincludetherectangle,theroundedrectangle,theoval,andthepolygon.
69
Annotations
Apolygonconsistsofaseriesofconnectedstraightlinesthatformaclosedshape.Youcanll
polygonannotationswithcolor.Thisoptionalsoenablesyoutocreateasymmetricalshape
annotationswithanumberofuser-denedsides.Thenodesthatdenethepolygondonot
havetobeinalignment.
Shapeannotationshaveallcolorandalinecolor.
•Highlightannotations:Thesearesimilartorectangleannotations,exceptthattheyhavenoll
colorandyoucannotcongurethedefaultcolor.
•Textannotations:Thesehavebothllcolorandlinecolorcongurationoptions,andcanbe
displayedaseithertextoricons.
•Rubberstampannotations:Theseincluderubberstampannotationattributessuchastype(textor
image)andcontent(textstringorembeddedbitmap)aswellasthestandardannotationattributes.
Note:RubberstampsbecomeavailableforuseonlyaftertheApplicationXtendersystem
administratorcreatesandconguresthem.
Annotationscanbetransparentornontransparent(opaque).Lines,shapes,highlights,andrubber
stampsaretransparentbydefault.Textannotationsarenontransparentbydefault.Youmusthave
redactionprivilegestocreateandmodifynontransparentannotations.
Creatinglineandshapeannotations
Beforeyoucreatethelineandshapeannotations,conguretheirpropertiesbyusingtheformat
settingsavailableonthetoolbar.
Conguringannotationproperties
Therststeptocreatealineorshapeannotationistocheckthecurrentannotationproperties,and,
ifnecessary,changethedefaults.Forexample,allannotationshavedefaultcolorsettingsthatyou
canchange.Youcanselectadifferentlinecolor,llcolor,orbothbeforeaddinganannotationtoa
document.Youcanalsomodifythedefaultlinewidth,bymakingitbroaderornarrower.
Note:Defaultcolorsfortextannotationsaresetseparately.Formoreinformation,seeCreatingtext
annotations,page73.
YoucanDescription
Setlinewidthsettingsforlineandshape
annotations
ClicktheLineWidthiconontheFormattoolbar
andselectawidthofyourchoice.
Setshapelineandllcolorsforlineandshape
annotations
Note:Setthedefaultcolorsbeforecreatingthe
annotation.
ClicktheLineColoriconontheFormattoolbar
toselectthelinecolor.Clickthearrownextto
theChangeFillColoriconontheFormattoolbar
toopenthecolorpaletteandselectthellcolor.
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Annotations
YoucanDescription
Changethecolorforhighlightannotationsafter
youcreatethem
Thedefaultcolorforhighlightannotationsis
yellow.Youcannotchangethissetting.After
youcreateahighlightannotation,youcan
changethehighlightcolorfromtheAnnotation
Propertiesdialogbox.
SetthellpropertyThispropertyenablesyoutollanannotation
withaselectedcolor,ratherthanusingonlya
linecolortoshowtheoutlineoftheannotation.
Note:Youcanchangethedefaultlinewidth
settingsfromtheAnnotationPropertiesdialog
box.Formoreinformation,seeModifying
annotations,page74.
SettheredactionpropertyThispropertyenablesyoutohideparts
ofadocumentbychangingtheviewfrom
transparenttoopaque.
Note:Youcanchangethedefaultlinewidth
settingsfromtheAnnotationPropertiesdialog
box.Formoreinformation,seeModifying
annotations,page74.
Addingannotationtypes
Afterconguringannotationproperties,youcanadddifferenttypesofannotationstoan
ApplicationXtenderpage.Youcanapplytext,line,shape,orhighlightannotationsthatemphasize
aspecicareaoftheimage.Youcanalsoapplyrubberstampannotationscreatedbythe
ApplicationXtenderAdministrator.
YoucanaddDescription
LineannotationsClicktheLineiconontheAnnotationtoolbar.
Toselectadifferentline,clickthedown-arrow
iconnexttotheLineiconandchoosealinefrom
thelistbox.
Note:Whenapolylineiscomplete,double-click
tocompletetheaction.
ShapeannotationsClicktheshapeicon(forexample,theOvalicon)
ontheAnnotationtoolbar.Touseadifferent
shape,clickthedown-arrowiconnexttothe
shapeiconandselectashapefromthelistbox.
Note:Whenapolygonshapeiscomplete,
double-clicktocompletetheaction.
71
Annotations
YoucanaddDescription
Highlightannotationstoemphasizeor
bringattentiontoaparticularareaofan
ApplicationXtenderdocument
ClicktheHighlightericonontheAnnotation
toolbaranddragthemousepointerfroma
startingpointtoanendpoint.Asyoudragthe
pointer,anewannotationappearsonthepage.
Newhighlightannotationsappearinyellowby
default.
FillannotationsYoucansetthedefaultllcolorforshape
annotations.Whenyoucreateanannotation
shapewithoutselectingthelledsetting,only
theoutlineoftheshapeappearsonthepage.
Whenyoullshapeannotationswithcolor,the
llcoloristransparent;youcanseethepage
throughthecolor.IfyouclickboththeFill
ColorandtheRedactioniconsontheFormat
toolbarbeforecreatingtheannotation,thell
colorappearsopaque,hidingthepartofthe
pageunderneaththeshape.
RedactionsTheredactionfeaturecausescolorstoappear
opaqueinsteadoftransparent.Ifyouclickthe
RedactioniconontheFormattoolbarbefore
youcreatealineorshapeannotation,theline
orshapeoutlineappearsopaque.Youcanadd
redactionsalongwiththellcoloroptionto
blockareasofimagesortextpages.
Afteryouaddannotations,clicktheSaveChangesiconontheActionstoolbar.
InteractionbetweenredactionsandOCR/full-text
Whenapplyingredactionannotations,keepthesepointsinmind:
•Ifyouuseanannotationwithredactiontohidetextonadocumentthatwaspreviously
OCR-processedandthensavetheannotatedpage,theexistingtextviewofthedocumentis
deleted.
•Ifyouuseanannotationwithredactiontohidetextonadocumentthatwaspreviouslyfull-text
indexedandthensavetheannotatedpage,theexistingtextviewofthedocumentisdeletedand
thedocumentisautomaticallyresubmittedtoIndexAgent.
•IfyouuseanannotationwithredactiontohidetextinaPDFleandthensubmitthePDFleto
IndexAgentforfull-textindexing,thetextthatishiddenbehindtheredactionisnotremoved.
Userswhodonothavetheappropriateprivilegestouseredactiontohidetextcanndthe
documentbyperformingafull-textsearchwiththehiddentextasthesearchcriteria.
Note:RedactiononPDFlesisnotsupported.
72
Annotations
Creatingtextannotations
Whenyouattachtextannotationstodocuments,thetextappearsonthedocumentpageinsideabox.
Boththetextandtheboxarenontransparentbydefault.
Note:
•Youmusthaveredactionprivilegestocreateandmodifynontransparenttextannotations.
•YoumusthavetheGlobalAnnotationsprivilegetoviewormodifyatextannotationthatanother
usercreates.
Tocreateatextannotation
1.OpenthedocumentthatyouwanttoannotateandclicktheTexticonontheAnnotationtoolbar.
2.Clickthelocationontheimagewhereyouwanttoplacethecomment.
3.IntheAddTextAnnotationdialogbox,specifythefollowing:
FieldDescription
AnnotationTextThetextthatyouwanttouseasthecomment.
FontThefontsize,color,andotherpropertiesyou
wanttoapplytothetext.
DisplayasIconDisplaysthetextualcommentasanicon.
SetasDefaultSavesthecurrentspecicationsasthedefault
setting.
4.ClickOK.
Rubberstampannotations
Rubberstampannotationsarepredenedannotationsthatyoucanusetodescribecertainevents.For
example,youcanhavearubberstampthatsays“ Addedby<Username>on<Date>”whereUsername
andDatearepopulatedbyyournameandthedateonwhichyouhaveaddedtheannotation.Some
rubberstampscanbecomposedofanimagesothatyoucanplaceasignature,orotherrelevant
graphicimages,onadocumentpage.
Note:TheApplicationXtendersystemadministratormustcreateandcongurerubberstamps
beforetheyareavailableforuse.Onlyuserswithappropriateprivilegescancontrolrubberstamp
annotationfeatures.
Addingrubberstampannotations
Youcanselectrubberstampsfromalistofavailablestamps.Thislistincludesalltherubberstamps
createdforthecurrentapplication.
Toaddarubberstampannotation:
73
Annotations
1.OpenthedocumentthatyouwanttoannotateandclicktheRubberStampicononthe
Annotationtoolbar.
2.FromtheSelectaRubberStampfromthelistdialogbox,clicktherubberstampthatyouwant
touse.
3.ClickOK.
4.Pointthecursortothelocationintheopendocumentwhereyouwanttherubberstampto
appearandclick.
5.ClicktheRubberStampiconontheAnnotationtoolbartocanceltherubberstampfunction.
Hidingannotations
Forsecurityreasons,youmightwanttohideannotationswhenyoudisplay,print,email,orexport
annotateddocuments.Whenyoucompleteoneoralloftheseactivities,youmightwanttorevealthe
hiddenannotations.
Onlyuserswithappropriateprivilegesandappropriateannotationgroupoptionscanhide
annotations.Theannotationgrouptowhichyouareassignedmustbesetasthedefaultforyouto
beabletousetheannotationfeatures.Userswithannotationgroupsoptionscanhideonlythose
annotationsthatareassignedtothegroup.
Note:Forinformationaboutassigningprivilegestoauserprole,seetheOpenTextApplicationXtender
AdministrationGuide.
TohideannotationswhenClick
ViewingadocumentTheShow/HideiconontheActionstoolbar.Todisplaythe
hiddenannotations,clicktheShow/Hideiconagain.
PrintingadocumentPrintonthemenubar.Tohidetheannotations,selecttheHide
AnnotationoptioninthePrintdialogbox.ThenclickPrint
EmailingadocumentEMAILonthemenubar.Tohidetheannotations,selectthe
HideAnnotationoptionintheMailDocumentdialogbox.
ThenclickSend
ExportingadocumentExportonthemenubar.Tohidetheannotations,selectthe
HideAnnotationoptionintheExportDocumentdialogbox.
ThenclickExport
Formoreinformation,seeExportingselectedCOLDdocuments,
page48.
Modifyingannotations
Youcanmodifythepropertiesofanannotationafterithasbeenaddedorsavedonanimageora
document.Onlyuserswithappropriateprivilegescanmodifyannotations.
74
Annotations
Note:IfyouhavecreatedandsavedannotationswhiletheCMsecurityproviderwasinuseandyou
arenowusingtheWindowssecurityprovider,youmusthaveboththeGlobalAnnotationsandEdit
Annotationsprivilegesassignedtoyourprolebeforechangingthesecurityprovider.
ToClicktheSelecticonontheAnnotationtoolbarand
SelectannotationsClicktheannotation.
Changethelocationof
annotations
Clicktheannotationandthendragtheannotationtoanew
location.Tomovemultipleannotations,presstheCtrlkeyand
thenclicktherelevantannotations.
ResizeanytypeofannotationSelecttheannotation,andthenusethemousepointertoresize
theannotation.
ModifyannotationsSelecttheannotation,right-mouseclick,andthenselect
Properties.
TheAnnotationPropertiesortheEditTextAnnotationdialog
box(dependingontheannotationtypethatyouaremodifying),
displaysthepropertiesassociatedwiththeannotation.Changes
thepropertiesoftheannotationasapplicable.
Note:Thedialogboxesalsoprovideinformationabout
annotation.Iftheannotationisassignedtoanannotation
group,thenameoftheannotationgroupisprovided.If
theApplicationXtendersystemusestheWindowssecurity
provider,thedomainnameisalsoprovidedalongwitheach
username.
Afteryoumodifyannotations,clicktheSaveChangesiconontheActionstoolbar.
Deletingannotations
Ifyouhavetheappropriateprivileges,youcanremoveannotationsfromapagebydeletingthem.To
removeanannotation,selecttheannotation,right-click,andthenselectDelete.
Note:IfyouhavecreatedandsavedtheannotationswhiletheCMsecurityproviderwasinuseand
youarenowusingtheWindowssecurityprovider,youmusthaveboththeGlobalAnnotationsand
EditAnnotationsprivilegesassignedtoyourprolebeforetothechangeinthesecurityprovider.
Managingannotationsecurity
YoucanmanagethesecurityforApplicationXtenderrubberstampannotationsinApplicationXtender
WebAccessorApplicationXtenderDocumentManager.Allotherannotationsecurityfunctionsare
performedinApplicationXtenderAdministratorandApplicationXtenderDocumentManager.
Formoreinformation,seetheOpenTextApplicationXtenderAdministrationGuide.
75
Annotations
Conguringrubberstampsecurity
IfyouareanApplicationXtendersystemadministratorandhaveaccesstothe_RSTAMPapplication,
youcaneditthename,application,userorgroupaccess,anddescriptionforrubberstamp
annotations.
Note:YoumusthavetheAdministratorprivilegeinyourApplicationXtendersecurityproletobe
abletoaccessthe_RSTAMPapplication.
Tocongurerubberstampsecurity:
1.Fromthelistofapplications,select_RSTAMP.
2.ClickNewQuery.
•Tosearchforaparticularrubberstamp,addthesearchcriteriatotheindexelds.
•Toviewallavailablerubberstamps,donotspecifyanysearchcriteria.
3.ClickRun.
4.FromtheQueryResultspage,selecttherubberstampthatyouwanttocongure,andthenclick
Openonthecontextmenu.
ThedocumentopensintheDocumentViewerintheindexview.
5.ClickMODIFYandchangetheindexeldsasneeded.Thistabledescribeseachindexeld
anditseffectonrubberstampannotations.
IndexeldDescription
NAMEAnamefortheannotation,thewayitmust
appearintheNamecolumnoftheSelect
arubberstampfromthelistdialogbox.
Theactualcontentofrubberstampsmust
bechangedwithinApplicationXtender
DocumentManager.
DESCAdescriptionfortheannotation,thewayit
mustappearintheDescriptioncolumnofthe
Selectarubberstampfromthelistdialog
box.
APPThenameofthespecicapplicationforwhich
therubberstampiscreated.Ifyoudonot
specifyaname,therubberstampisusedin
allapplications.Toenableglobalusage,the
ApplicationXtendersystemadministrator
mustconguretheAPPeldasnon-required
withinthe_RSTAMPapplication.
Forinformationaboutmodifyingapplications,
seetheOpenTextApplicationXtender
AdministrationGuide.
76
Annotations
IndexeldDescription
USERThenamesoftheindividualusersoruser
groupswhocanusetherubberstamp.Do
notspecifythenamesifyouwanttoallowall
userstoaccesstherubberstamp.Toenable
globalusage,theApplicationXtendersystem
administratormustconguretheUSER
eldasnon-requiredwithinthe_RSTAMP
application.
Forinformationaboutmodifyingapplications,
seetheOpenTextApplicationXtender
AdministrationGuide.
DOMAINIftheunderlyingApplicationXtendersystem
usestheWindowssecurityprovider,indicates
thenameofthedomainassociatedwiththis
rubberstamp.Donotspecifyavalueofifyou
wanttomaketherubberstampavailabletoall
domains.IftheApplicationXtendersystem
usestheCMsecurityprovider,leavethiseld
blank.
Formoreinformationaboutsecurity
providers,seetheOpenTextApplicationXtender
InstallationGuide.
6.ClickSA VE.
77
Annotations
78
Chapter8
WorkingwithDocumentRetention
ApplicationXtenderSoftwareRetentionManagementisalicensedfeaturethatprotectsdocuments
fromloss,whetheraccidentalormalicious.Thisfeaturealsoensuresthatdocumentsareretained
inanApplicationXtenderrepositoryforaspeciedperiod,inaccordancewithlegal,regulatory,
scal,andoperationalrequirements.
Note:
•Theretentionadministratorcreatesretentionpoliciesthatdeterminethedurationforwhich
documentsmustremainintheApplicationXtenderrepositoryandalsomanagesdocuments
underretention.
•YoucannotledocumentsthatareimportedfromApplicationXtenderReportsManagementfor
retentioninApplicationXtenderWebAccess.
•Youcannotleadocumentforretentionifitischeckedout.
Retentionconcepts
ApplicationXtenderWebAccessdisplaystheretentionoptionsifyourapplicationisconguredfor
ApplicationXtendersoftwareretentionandRetentionAdministratororRetentionUserpermissionis
grantedtoyouruseraccount.
Note:YoudonotneedRetentionAdministratororRetentionUserpermissiontoquerya
retention-enabledapplicationfordocumentsbyretentionstatusorbyretentionholdstatus.Tosearch
fordocumentsunderretention,selectanoptionfromtheShowlistboxinthesearchpage.
Youcannotmodifyordeletethedocumentsthatareledforretentionuntiltheexpiryoftheretention
period.Aftertheendoftheretentionperiod,theretentionadministratordetermineswhetherto
removethedocumentfromtheApplicationXtenderrepositoryortoretainthedocumentinthe
repositoryasawritabledocument.
Documentsunderretentionareintheread-onlymode.Youcannotcheckthedocumentsoutofthe
ApplicationXtenderrepositorytochange,however,youcanusetheseApplicationXtenderfeaturesto
createanewcopyofthedocument:
•TheCopyorMovePagesfeature.Formoreinformation,seeMovingorcopyingdocumentpages,
page63.
•TheExportandImportfeatures.Formoreinformation,seeExportingselectedCOLDdocuments,
page48andAddingpagestobatches,page31.
79
WorkingwithDocumentRetention
Note:Youcanmodifyacopyofadocumentbecauseretentioncongurationinformationthatis
associatedwiththeoriginaldocumentisnotpreservedinthecopy.
ApplicationXtenderalsoprovidesaretentionholdfeature,sometimescalledalitigationhold,that
letsyoufurtherprotectadocumentthatisunderretention.Aretentionholdpreventsalefrom
beingdeletedfromtheApplicationXtenderrepository,evenifitsretentionperiodhasexpired.In
effect,aholdactslikeanindeniteretentionofale.Userscannotdeleteanexpiredleuntilthe
holdisremoved
Filingdocumentsforretention
YoumustbegrantedRetentionAdministratororRetentionUserpermissiontoledocumentsfor
retention.
1.FromtheQueryResultspage,selectthedocumentordocumentsthatyouwanttolefor
retention.
2.ClickRetention>FileForRetentiononthemenubar.
IntheRetentiondialogbox,youcanviewtheIDoftheselecteddocumentsandtheretention
expirationdateofthedefaultpolicy.
3.Selectaretentionpolicyfromthelistbox.
Theexpirationdateoftheretentionpolicychangesaccordingtothepolicythatyouselect.
Note:Ifmultipleretentionpolicieshavebeencongured,youcanselectapolicyotherthanthe
defaultvalueonlyifOverrideDefaultRetentionPolicyisselectedintheRetentionManagement
CongurationUtilitywizardoryouruseraccounthastheRetentionAdministratorpermission.
4.Toapplytheretentionsettingtopreviousversionsofthedocument,selectFileallprevious
documentrevisions.
Thedocumentalongwithitspreviousversionsareaddedtotheretentiontable.
5.ClickFILE.
•Ifyouhaveledthelatestversionofadocumentforretention,thestatusofthedocument
changestoindicatethatitisnowthelatestversionunderretention.
•Ifyouhaveledapreviousversionofadocumentforretention,thestatusofthedocument
changestoindicatethatitisnowthepreviousversionunderretention.
TheretentioniconsintheQueryResultspageidentifythedocumentstatus.
IconDescription
Speciesthatthelatestversionofthe
documentisunderretention
Speciesthatthepreviousversionofthe
documentisunderretention
80
WorkingwithDocumentRetention
Managingdocumentsunderretention
Whileadocumentisunderretention,youcanchangetheretentionperiodorplacearetentionhold.A
retentionholdstatusoverwritestheretentionperiod.YoumustbegrantedRetentionAdministrator
permissiontomanagedocumentsthatareunderretention.
1.FromtheQueryResultspage,selectadocumentordocumentsunderretention.
2.Ifyouwanttoextendtheretentionperiod,clickRetention>ChangeRetentionPeriodand
selectanewretentionpolicy .
3.Ifyouwanttoplacearetentionhold,clickRetention>PlaceRetentionHoldandtypeahold
labelfortheselecteddocuments.
4.Ifyouwanttoremovearetentionhold,clickRetention>RemoveRetentionHold.
TheretentioniconsintheQueryResultspageidentifythedocumentstatus.
IconDescription
Speciesthatthelatestversionofthedocument
isonretentionhold.
Speciesthatthepreviousversionofthe
documentisonretentionhold.
RetentionAdministrationwizard
TheRetentionAdministrationwizardenablesyoutomanagemultipledocumentsina
retention-enabledapplication.YoumustbegrantedRetentionAdministratorpermissiontouse
thewizard.
1.Fromthelistofapplications,selecttheapplicationforwhichyouwanttomanagedocuments.
Note:Ifyouselectanapplicationthathasnosavedqueries,theNewSearchpageappears.Either
runaqueryorcanceltheNewSearchpagetohaveaccesstolinksortothemainpanelofthe
view,bothofwhichenableyoutoperformdocument,batch,andqueryoperations.
2.ClickthelecabinetdrawericoninthetoolbarandselectRetentionAdministration.
3.IntheSELECTMODEpageofthewizard,specifyanactionthatyouwanttoperform.
OptionDescription
DisposeofdocumentsfromtheapplicationPermanentlydeletesthecontentsofselected
documentsfromtheapplication.Thedisposed
contentisnotrecoverable.
RemoveholdonretentionholddocumentsReturnsdocumentsthatareonretentionhold
statusbacktounderretentionstatus.
Clearretentionsettingondocumentsunder
retentionthathaveexpired
Resetsthestatusofexpireddocumentssothat
theyarenolongerunderretentionandcan
againbeeditedanddeleted.
81
WorkingwithDocumentRetention
OptionDescription
Disposedocumentsunderretentionthathave
expired
Permanentlydeletesthecontentsof
documentswithanexpiredretentionperiod
fromtheapplication.Thedisposedcontentis
notrecoverable.
Exportanddisposeofdocumentsunder
retentionthathaveexpired
Exportsandthendeletesthecontentsof
documentswithanexpiredretentionperiod
fromtheapplication.Thedisposedcontentis
notrecoverable.Optionsinclude:
•TheUNCpathtosavetheexportedlesto
•Specieswhethertodeletethecontentsof
theselecteddocumentspermanentlyafter
export.Theoptionisenabledbydefault.
•SpecieswhethertogeneratetheIndex
ImageImportscriptleforexported
documents.Theoptionisdisabledby
default.
4.IntheSEARCHDOCUMENTSpageofthewizard,specifythequerycriteriatosearchforthe
documentsonwhichyouwanttoperformtheoperation.
Somequeryoptionsareoverriddenandsettoaxedvalue.
Ifyouselected:Thenthequerycriteriaissetto:
DisposeofdocumentsfromapplicationAlldocuments,exceptforthosedocuments
onretention
RemoveholdonretentionholddocumentsOnlydocumentsthatareonretentionhold
AllotheroptionsOnlydocumentsthatareonretention,butare
notonretentionhold
5.IntheSELECTDOCUMENTSpageofthewizard,reviewthequeryresultsandspecifyselected
documentsoralldocumentstoprocess.
6.InthePROCESSRESULTpageofthewizard,clickeither:
•FINISHtoreturntotheapplicationpage
•RESTARTtoreturntotheSELECTMODEpageofthewizard
82