2010 2011

Cabinet NG CNG-SAFE Client Version 7

3/1/2010

Table of Contents Accessing CNG SAFE ...................................................................................................................................... 6 Dashboard Adding Schedule ......................................................................................................................... 7 Schedule added to Cabinet, Folder, Document ........................................................................................................................ 8 Schedule Items: Active ....................................................................................................................................................................13 Default columns displayed: ............................................................................................................................................................14 Scheduled items: Active Edit .........................................................................................................................................................15 Access to a scheduled item .............................................................................................................................................................16 Email Notifications .............................................................................................................................................................................16 Audit: ........................................................................................................................................................................................................16 Scheduled Items: History ................................................................................................................................................................16

CNG-SAFE .................................................................................................................................................... 17 Retrieving Information ....................................................................................................................................................................17

CNG-SAFE ToolBox ...................................................................................................................................... 18 CNG-SAFE Explorer ..................................................................................................................................... 20 Explorer New in Version 7 .............................................................................................................................................................20 Drag and Drop Chart from Explorer New in Version 7 ......................................................................................................21 Speed Bar ...............................................................................................................................................................................................21 Combine Images ..................................................................................................................................................................................22 Compare Documents .........................................................................................................................................................................22

Creating Folders – New or Edit ................................................................................................................... 24 Data Mask...............................................................................................................................................................................................24 Masks in Folder Indexes ..................................................................................................................................................................25 Masks in a Document Title – set up in Document Templates .........................................................................................25 Sample Masks in Segments (Document Templates) ...........................................................................................................26 Populating Folder – Importing Indexes using an Excel Spreadsheet ..........................................................................27 Folders populated using Import Index described on previous page ...........................................................................27

Toolbar and Button Bar on the Folder Screen ............................................................................................ 29 Searching Indexes from the Folder ......................................................................................................... 30 Search for Folders ....................................................................................................................................... 33 Search for Documents................................................................................................................................. 34 Document Title Selection ................................................................................................................................................................37 Column Chooser and Moving Document to another tab ...................................................................................................39

Creation of Documents ............................................................................................................................... 40 Retention Policy .......................................................................................................................................... 41 Retention Categories: ............................................................................................................................. 41 Retention types: ..................................................................................................................................................................................41 Modifiable: .............................................................................................................................................................................................41 Fixed: ........................................................................................................................................................................................................41 Indefinite: ...............................................................................................................................................................................................41 Permanent: ............................................................................................................................................................................................41 Details: .....................................................................................................................................................................................................42 Miscellaneous:......................................................................................................................................................................................42

Filing Documents into CNG-SAFE ................................................................................................................ 42 CNG Filer ..................................................................................................................................................... 45 CNG-Batch Integrated ................................................................................................................................. 47 Addition and Modifications ............................................................................................................................................................47 Tool Bar...................................................................................................................................................................................................49 File .............................................................................................................................................................................................................49 View ..........................................................................................................................................................................................................50 Scan ...........................................................................................................................................................................................................50 Options ....................................................................................................................................................................................................51 Text Capture – Tool Bar ...................................................................................................................................................................52 File – Save & Print ..............................................................................................................................................................................52 Annotation .............................................................................................................................................................................................53 Button Bar..............................................................................................................................................................................................53

Change the size of the document in preview mode .............................................................................................................53 CNG-Batch Input Methods ..............................................................................................................................................................54 Scan, File>Open, and Load Monitor ............................................................................................................................................54 File – Documents from hard drive ..............................................................................................................................................54 Load Monitor ........................................................................................................................................................................................55 File Modes ..............................................................................................................................................................................................56

CNG-Batch Manual File Mode..................................................................................................................... 57 Manual File Mode Setup ..................................................................................................................................................................57

CNG-Batch Auto File Mode Setup ............................................................................................................... 59 Auto File Mode .....................................................................................................................................................................................60 Cabinet Setup for Auto Mode ........................................................................................................................................................60 Automatic Template Setup within CNG-Batch ......................................................................................................................62 Adding a Template .............................................................................................................................................................................62 Document Title Description ...........................................................................................................................................................63 Workflow................................................................................................................................................................................................64 Barcode Settings .................................................................................................................................................................................65 Auto File Mode – .................................................................................................................................................................................66

Create Stamps ......................................................................................................................................... 67 Setting up custom stamp .................................................................................................................................................................67 Using Custom Stamp .........................................................................................................................................................................68 Rubber Stamp.......................................................................................................................................................................................69 Stamps Displayed on Document ..................................................................................................................................................69

New & Scan Documents to CNG SAFE ........................................................................................................ 71 Import Document ...............................................................................................................................................................................75 CNG SAFE Print To .............................................................................................................................................................................76 Drag & Drop ..........................................................................................................................................................................................76

CNG Filer ..................................................................................................................................................... 76 Set up Filer .............................................................................................................................................................................................78

CNG SAFE Export ......................................................................................................................................... 79 Print Documents .................................................................................................................................................................................80

Export to Harddrive................................................................................................................................. 81 CNG SAFE Document Workflow .................................................................................................................. 81 Routing Documents ................................................................................................................................ 82 Document Workflow Work Area ............................................................................................................ 83 Document Actions................................................................................................................................... 83 Document Search ........................................................................................................................................ 84 Search Functions ..................................................................................................................................... 84 Full Text Searching .................................................................................................................................. 86 Using Full Text Search ............................................................................................................................. 86 Searching Overview ................................................................................................................................ 86 Wildcard Searching ................................................................................................................................. 87 Fuzzy Searching ....................................................................................................................................... 87 Phonic Searching ..................................................................................................................................... 88 Stemming Searching ............................................................................................................................... 88 Numeric Range Searching ....................................................................................................................... 88 Regular Expression Searching ................................................................................................................. 88 Variable Term Weighting Searching ....................................................................................................... 88 Folder Search .............................................................................................................................................. 89 Messaging ................................................................................................................................................... 90 Bulletin Board Message .......................................................................................................................... 91 Internal Message..................................................................................................................................... 92 External Message .................................................................................................................................... 92 Recycle Bin .................................................................................................................................................. 93 Folders..................................................................................................................................................... 93 Documents .............................................................................................................................................. 93 Notes ........................................................................................................................................................... 95

Accessing CNG SAFE Start CNG SAFE from the desktop icon labeled CNG-SAFE. Double click to launch. This will bring up a login screen. Enter the user name and password assigned. Passwords are case sensitive. Make sure an entry is entered in the Connect To: box. Enter username & password-if using windows directory no password is required.

After login, the main CNG SAFE screen will appear. This screen summarizes any current workflow activity, message items, and last location accessed and the scheduler, all located on the Dashboard. From here you can begin to access information stored in CNG SAFE. All access to information is limited by your access rights. If you cannot locate a cabinet, folder or document, user may not have rights to access the items. The opening visual for Version 7 is shown below:

Dashboard Adding Schedule You can now schedule an item in a Cabinet, Folder or Document for a specified date. The item will be displayed on the Dashboard in the scheduled items list. There is a provision to be reminded by email if you have an email address set up in the user configuration CNG-Management>Users, and you have notification turned on in CNG-Management>Settings. Any scheduling done is for the user doing the scheduling. The user can also assign this item for other users or group. The items can also be routed (only folders and documents) on a scheduled date. Any item can be scheduled multiple times. If Folder or documents are moved, their corresponding schedule items are updated. 

Step 1: Set up categories CNGManagement>Settings> Options>Categories

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Step 2: Set up status CNGManagement>Settings> Options>Status

Set up Category and Status in CNGManagement>Settings Options

Schedule added to Cabinet, Folder, Document

Dashboard Scheduler

Schedule added for a Cabinet, Folder, or Document. Right click on selected Cabinet, Folder, or document and select “Add Schedule.”

You can set schedule from the workflow inbox and search screens. Right click on workflow item and select add schedule. If item is in workflow and a filter has been applied, the filter is cleared and the item displayed when you double click on the item.

Scheduler on the Dashboard – visual when CNG-SAFE is open

The default name is set to the Cabinet name, default folder or the document title. The due date is defaulted to the next day. For quick scheduling, all you need to set is the due date and then click on the “Save” button. Edit of Due Date, Name and Note get refreshed on schedule list. Other options include:

1. 2. 3. 4.

5. 6. 7.

8. 9.

Notes Category Priority Initial Status - This status is set to the scheduled item for all assigned users. The changes to the status made by the assigned users are independent of each other. The Initial Schedule Status will be blank and disabled. Assign (to users or groups) Route Notification (This is independent from CNG Email notifications) a. Add to current user Outlook Calendar or send appointment request; by default this is turned off. The settings are for each user. If it is turned on, the schedule will be added to the current open Outlook account or will try to connect to Outlook, if it exists, and may prompt the user for the profile to which to connect. If setting a schedule in Outlook fails an alternate method will be tried - which is to send an appointment request to the email address of the user. b. If send appointment invite to assigned users is checked, a meeting invite will be sent to the assigned users. c. Will not access Outlook for service notifications. d. Will not access local Outlook when creating schedule if “Notifications” checkboxes are unchecked. e. Email Notification via SMTP. Email notification subject will have the name as the Cabinet, Folder or Document. Assigned users appointment invite under “Notification” Route will only occur if notification is set in CNG-Management

Screen 1: To create a new scheduled item right click on the active screen and select cabinet, folder or document to set up in the scheduler. When selected, the Schedule Item Folder opens: Due date may be changed by the owner only. Scheduled event will turn red if allowed to expire.

Screen 2: Assign users or group – may have more than 1, may remove user or group or click on the “Release me from the scheduled item.”

Screen 3: May route to a user or a group – will route on the scheduled date on screen 1

Screen 4: Notification – assigned users appointment invite under “Notification” will post to outlook as a reminder. Will not access local Outlook when creating schedule if “Notifications” checkboxes are unchecked

Screen 5: Status is open after assigned users open the scheduler on their desktop under the dashboard – select “Save” when all info is entered.

Schedule Items: Active Your scheduled items are listed on the home page. If an item is overdue the text will be Red. The levels based on the due dates are as follows: 1. 2. 3. 4. 5. 6.

Today This Week This Month Next Month This Year Later (items scheduled for the following years) 7. If the priority is set to “High” or “Urgent”, text will be bold.

Default columns displayed:

Additional columns available to be displayed: Both Note 1 and 2 may be displayed by selecting User Note and Schedule Note located in the Customization column.

To add or remove columns, right click on column bar and then choose “Column Chooser”. Drag and drop between the customization window and the column bar.

Scheduled items: Active Edit

Right click on any item to provide the following options: 1. Edit Information: You can change status, dismiss item, write a note or view more information about this scheduled item. 2. Change Status: Will allow you to directly change the status (Status is user defined) set in CNGManagement, Settings, Options, User Defined Status. 3. Dismiss item: Will allow you to directly dismiss the item and refresh the list. 4. Refresh: Refresh the scheduled items list. 5. Print: Print the scheduled items list.

Access to a scheduled item To access the item, double click on the item of interest. This will open to the location of the item. If it is a Cabinet, the Cabinet will be opened or if already open, the focus will be set to it. If a Folder or Document, the Cabinet will be opened and then the item selected. If the item is in Workflow, the double click will take the user to the item in the Workflow inbox, if it is in that user’s inbox, or else it will take the user to the item in the Cabinet.

Email Notifications Email notification will be sent the day the item is due. The notifications will be sent if the following criteria are met: 1. The user has an email address set in the user configuration 2. Notifications and Alerts in Management>System>Settings are properly configured 3. CNG-Workflow Service is running on the CNG Server

Audit: Schedule Creation and Schedule Dismiss are audited in CNG-Management>Tracking> Reports.

Scheduled Items: History History is a list of scheduled items that have been dismissed based on a specified date range. The default date range is for seven days leading up to the current day. Set a valid date range and click on the “Get” button to display the records. No changes can be made to the item information, the history will always be listed.

CNG-SAFE Retrieving Information Information in CNG SAFE is stored in the following hierarchy: Repository Cabinet Folder Tab Document To retrieve information from CNG SAFE, you begin by selecting a repository, then a cabinet. Once these have been selected, you can locate a specific folder or document(s). Select a repository from the drop down menu located on the CNG SAFE Toolbox under repository. Select a cabinet, under the repository or put name of cabinet in the quick search. Select a folder within the selected cabinet in the find box under folders. Select”All” in the tab section or the tab under which the document is located. Document will open when the document title is selected.

CNG-SAFE ToolBox

Repository

Cabinets

Selection of a repository and cabinet will display this screen. Layout is set for folders on screen 1 and documents on screen 2 – layout is selected from the toolbar and may be customized by each user

Once a cabinet is selected, the next step is to locate the folder. Each folder in CNG SAFE is filed with folder index values. These indices allow for sorting and searching. Each folder in a specific cabinet has the same indices and each cabinet can have a different set of folder indices defined.

CNG-SAFE Explorer Explorer New in Version 7 The Explorer feature provides the user the ability to drag and drop between Windows Explorer and SAFE, all within the client interface. All user rights are checked, and may only be changed by the administrator in Management. User may drag and drop documents to Explorer from CNG-SAFE. The Explorer feature requires the client option “Display File Explorer” to be checked and the Management Permissions for the user to have “SAFE” and “Explorer” checked – CNG-Management>Users.

Permissions set in CNGSAFE & CNG Management

Drag and Drop Chart from Explorer New in Version 7 From

To

Notes

Explorer in CNG

Cabinet List

Explorer in CNG

Folder List

Explorer in CNG

Document List

Explorer in CNG

Document List Tab Header

Explorer in CNG

Speed Bar

Exceptions: Route & Export

Folder List

Cabinet List

Move or Copy

Folder List

Speed Bar

Document List

Explorer in CNG

Document List

Cabinet List

Document List

Folder List

Speed Bar To Button/From Window Email Route Export Print Combine

Folders

Documents

Explorer in CNG

The Speed Bar allows you to drag and drop documents from folders or Explorer to the appropriate region on the Speed Bar to perform the specified task. The Speed Bar is located at the bottom of the CNG-SAFE visual.

Email, Route, Export and Print are existing functions that are on the speed bar. Combine Images is a new function.

Combine Images Only images are valid for this operation. Drag and drop the images onto “Combine Images” this will display the combining options window. It has a file name entry box that can be used to name the combined image. The image can be filed back to CNG-SAFE as one document. Bits per pixel 1. 1 Bit Black & White 2. 8 Bit Gray Scale 3. 24 Bit Color Output Type: 1. TIF 2. PDF Actions on Combined Image 1. Preview the combined Image 2. File back to CNG-SAFE 3. Save To Hard Drive 4. Email 5. Print

Speed Bar – Email, Route, Export, Print, and Combine Images.

Compare Documents Any two viewable documents can be brought up side-by-side on the same screen using this function. This function is available for two documents only.

1. Select Two documents

2. Right Click and then select “Compare Documents”

3. The Compare Documents window with the preview of both documents will be displayed

Creating Folders – New or Edit Manual entry for a folder, must have a unique identifier-built in CNG-Management when cabinet index is created - NEW

Folders may be populated by clicking on New and manually entering the index information, edit the folder by clicking on Edit (on the button bar or right click on the folder.) Populate folder by selecting Tools, on the button bar, and automatically populate the indexes by importing the information from an excel spreadsheet.

Index created in CNGManagement

Data Mask Data Masks are used in folder indexes and document titles. A standard set of data masks are made available. These Masks can be modified or a new custom Mask created to suit your needs. Data Mask may be used to set DOB in a consistent format.

Masks in Folder Indexes In folder indexes there are a couple of restrictions. The data type Date and Auto are excluded from data Masks. Date data type in a folder index is always set to “MM/dd/yyyy”. Auto number data type is non-editable and a Mask cannot be applied to it.

Masks in a Document Title – set up in Document Templates There are no restrictions to using data masks in segments that create document titles (Document Templates)

Changes made in indexes for pre-existing data, if changed, may lose some data, i.e., a telephone extension is not included in the mask – if telephone mask is set in cabinet setup – and the client has an extension included in the telephone number –it will be removed.

Sample Masks in Segments (Document Templates) Management:

Client:

Populating Folder – Importing Indexes using an Excel Spreadsheet Create cabinet in CNGManagement – an Excel spreadsheet has been created in CSV format and based on the indexes built in the cabinet will populate the folders. Select Tools>Folder Action> Indexes> Import Folder Indexes.

Step 1: Select location of excel spreadsheet-check headers if appropriate Step 2: Select Repository, Cabinet, and Folder Sensitivity Step 3: Map CNG-SAFE indices to the source data fields Step 4: Update existing folder matches Step 5: Start Import After import is complete, close out the CNG Folder Import screen, click on the find button in the search folder area.

Folders populated using Import Index described on previous page

Click on Find to bring in populated indices.

Folder may also be populated using Synchronizer and CNG-Books to populate vendors and customers from QBs.

Toolbar and Button Bar on the Folder Screen

    

File – Change User, Management or Exit Layout – Each user has options of setting up visual Search – Allows search over all repositories and cabinets Options – Export Images, Notification of Workflow, Document Settings Help-Client and Server versions – should be the same o Error Messages are available

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Open – click on open to go to the document screen New – create a new folder – (rights driven) Edit – edit current folder – (rights driven) Delete – delete folder – (rights driven) Tools – route folder, mark folder to move with documents to a compatible cabinet, select all in list, unselect all, and using the folder actions, populate folders from excel spreadsheet, import or export indices (see page 27 & 28.)

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Index – defines the index in a folder Trace – Route and traces the location of a folder.

Searching Indexes from the Folder

Search Folder Index using the query – Select Advance see next page

Advanced Box from the folder search above

Setting a Query for Advanced Search Filter By: Select Index Value: Select Value Condition: Select Click on Add: will give # of indexes which match the search Run Query: See Below – 4 cities Save Query: May save search

Using Tools select export folder indexes – will export to a CSV file

Select location to export CSV index file

Notes may be added with an alert on the folder screen. Click on New Note, when note is added check the alert button, flag will flash red; this will inform staff to check the note. May remove the flashing red flag by unchecking the alert box. Note indicates date and time and the user who added the note. The note may be deleted, printed, or emailed without regard to rights.

Alert

Search for Folders The “Find” box at the bottom of the folder list allows for entering of the search criteria. After entering the search value, click the “Find” button to the right of the search box to execute the search. Hit the key on the keyboard, double click the folder, or click the “Open” button on the tool bar to open the selected folder.

Step 3: Double click the folder, hit the key on the keyboard, or click”Open” on the toolbar to open the selected folder

Step 2: Click on the find button when the folder name is entered

Step 1: Enter name of folder – to retain sort by & reference select from the ellipse box for individual users

Changing the Sort by value with the drop down menu or double clicking one of the index values allows for searching for a folder based on a different index value. The “Reference” index will locate a folder that may have multiple search results based on the “Sort By” value. For example: The “Sort By” may be set to last name and the “Reference” may be set to address. If you search for a folder with the name of “Smith” you could get multiple results. The “Reference” index of address will visually locate the correct “Smith” folder by viewing the address. Once a folder is opened, the graphical interface will display a listing of the documents in the folder. The documents are categorized by tabs and description. A document can be viewed by simply clicking on the document and looking at the preview or by double clicking to open the document with the native application.

Search for Documents

In the find box only document title is available to search open folder

Document Screen Showing the Document List and the Preview Window

Documents can also be quickly located without a search by selecting the appropriate “Tab” at the top of the document list. If several documents exist in the file and a search is needed, the “Find” box at the bottom of the document screen can be used to type in the search criteria. Clicking the “Back” button on the toolbar takes you back to the folder screen.

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Back – goes to the folder screen View – document (rights driven - view) Edit – document (rights driven - edit) Scan – desktop scanner – scan directly into CNG-SAFE – (PDF or Tif) must have a naming template – (rights driver – create) New – allows creation of document from within folder – word, word merge, excel, forms – must have a document template set in CNG-Management (rights driven – create)

Tools –      

Route – Public, Prive, Distribute or Distribute with Reply Import – documents from harddrive to file in CNG-SAFE Print – document(s) Email-document(s) Export Document Listing – select extension Suspend/Unsuspend (must have lock rights) – document is viewable in cabinet, however, not accesable to work in

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Custom use unlink to delete third party application (i.e., QB) Trace – document routed, or if the document is being accessed by another staff member will give the name Update File Size Information – within the open folder

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Get Document Information – right click on document to get this information.

To get additional information, hold down the CTRL key and click on close - useful for IT to find Repository ID, Cabinet ID, Folder ID and Document ID.

Document Title Selection

Right click mouse on the document title – the following screen opens:              

Preview – open document in the preview mode View – open document in the view mode Edit Document – open document in the edit mode (edit rights required) Route – document is routed as private, public, distribute or distribute with reply Lock – document cannot be viewed (lock rights required) Unlock – only staff with lock rights may remove lock from document Suspend/Unsuspend – staff cannot work in document , however, document can be viewed (lock rights required) Versions – original document is saved when changes are made (edit rights required to make changes) Keyword – additional search tool for document – added when document is entered in CNGSAFEGet document information – see previous page – Trace document in workflow or being accessed by a staff member Add schedule – Add bookmark – right click on cabinet, folder, or document to add Cut document to move to another tab, folder, or cabinet (delete rights required) Copy document to another tab, folder, or cabinet (edit rights required) Paste document to another tab, folder, or cabinet (edit rights required)

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Paste Advance – change security and tab when move is made

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Delete – document is deleted and removed to the recyle bin – (delete rights required) Make Parent Documents – change a child document (attachment) to a parent document Change Image format – from a Tif to a PDF or from a PDF to a Tif – images only Compare documents – compare 2 documents, also located on the Speed Bar

Column Chooser and Moving Document to another tab   

Right click on document title – set documents in ascending or descending order Set Best Fit for Columns Set Best Fit for All Columns

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New Feature: Copy or Move tab to a tab within the opened folder. Drag and drop the document title to the desired tab – message, Copy to tab “Outgoing Corres” or Move to tab “Outgoing Corres.” Copy required edit rights, Move requires delete rights.

Creation of Documents Every document that gets created in the CNG SAFE system must meet minimum filing requirements. The minimum requirements to file a document are as follows: Repository Name

Cabinet Name

Folder Name

Document Tab

Document Manager

Document Name

Document Sensitivity

Document Retention

This may seem like a lot of information, but many of the items are predefined and require little or no user input. Documents can be added to the CNG SAFE system by using three primary filing methods. Each method is described in further detail below.

Retention Policy Any document with retention set to it:   

Cannot be edited or deleted. Can be deleted after the retention expiry date. Cannot have its description or security rights modified

Retention Categories:  Editable:  The user with edit rights to a document with an editable retention class can change the retention class for that document.  Non Editable:  When a non-editable retention class is set to a document, the document’s retention class cannot be changed by user.

Retention types: Modifiable:  

Editable retention class This can be made non-editable in the Management console

Fixed:  

Non-Editable retention class This can be made editable in the Management console

Indefinite:  

Editable retention class This retention class does not have an expiry date.  When an Indefinite Retention class is set to a document, the document’s retention class can only be changed to a “Permanent” retention class SAFE Client drop down of retention classes will only show retention classes that are Permanent  Once defined as indefinite, type cannot be changed  Will also work in conjunction with KOMWorx Server  Example: Say you need a retention set on the document but the date will be known only in the future. Consider Human Resources Cabinet: Let’s say certain employee documents need to have a retention set and the expiry date has to be 3 years from the day the employee leaves the company. We cannot use a fixed retention in this case. So here we can use indefinite which then can then be changed to Permanent

Permanent:   

Non-Editable retention class This retention class does have an expiry date. When a permanent retention class is set to a document, the document’s retention class can only be changed to a “Permanent” retention class by a user with edit rights to the document.



Once defined as permanent, type cannot be changed

Details: Retention Expiry date calculation:  

Based on last modified date (Default) Based on Current date (The day the retention was set)

Miscellaneous:    

If a document with retention is “Suspended” then the document is on retention hold will behave like an “Indefinite” class retention until unsuspended. If a Document with retention is “Locked” then even if the retention has expired the document cannot be deleted until the document is unlocked Workflow is allowed for documents with retention. Copy and Move of Folder with documents under retention and just documents under retention are allowed. (except for KOMWorx Server)

Filing Documents into CNG-SAFE There are numerous ways to file documents into CNG-SAFE – they are described below:

Drag & Drop – from Explorer (may drag & drop from Explorer under the toolbox) or from email – document(s) will come in native format – i.e., Word, Excel, Outlook, Tif, PDF – the filer will open and file into CNG-SAFE. See filer next page. Drag and drop a file to either the folder screen or to an open folder. Document Template is not required. Print to – Document(s) may be filed using the CNG SAFE printer. A printer is available under the name of CNG SAFE. When printing a document and CNG SAFE is selected as the printer, an electronic document is created in either PDF or TIF image format - client preference. After the document is printed, the CNG Filer will appear allowing classification and filing of the document. The same easy-to-use steps outlined in the CNG Filer steps are used to file the printed image. Document Template is not required. Scan documents into CNG-SAFE – using a desktop scanner – may bring in Tif or PDF – will only file document in PDF or Tif format - must have a Document Template. Import – click on “Tools> Import Files” located in the document screen under the Document List (Button Bar). Find your document(s), highlight, click on the open button – document(s) goes to the filer, in native format, select the filing parameters and file the document(s) into CNG-SAFE. May file document(s) from a shared folder on hard drive. Document Template not required. Send to – go to Explorer and select document, highlight, right click the selected document, select send to, document goes to the filer, in native format, select the filing parameters and file the document into CNG-SAFE. Document Template is not required.

CNG-Batch – scan or open file from hard drive, scan, load monitor – must bring in as a TIF, PDF, JPG, BNG - must have a Document Template, files directly into CNG-SAFE.

Email – drag and drop unopened email or attachment only, to specific folder or the document screen. Document Template may be set in CNGManagement>Settings>Filer – select Document Title for email only.

CNG Filer CNG Filer is a utility program that allows filing of documents via drag and drop, Print to, Import, and to drag & drop an email. Drag and drop can be performed directly to CNG SAFE from programs such as Microsoft Outlook or Windows Explorer. To file a document using drag and drop, simply drag the file by holding the left mouse button down and dropping the file on the CNG SAFE interface (see previous page.) 1. Drag a file to either the folder screen or to an open folder. 2. Release the mouse button and the CNG Filer screen will open. 3. For first time use, you must enter your user name and password. Subsequent uses will keep the user name. The password will only be required if not logged into CNG SAFE. 4. Select the filing parameters and file the document. 5. Login Section-Enter User Name and Password if required. Select Repository and Cabinet. Required Login Section-Enter User Name and Password if required 6. Document is filed in native format

CNG Filer Screen-Allows for Entry of Document Filing Parameters

1. Login Section-Enter User Name and Password if required. Select Repository and Cabinet. required. 2. Folder Section-Enter the folder information for filing. This will automatically populate with the folder information selected at the time when the Filer opens. 3. Document Naming Section-Select appropriate naming template or name may be brought in from document by selecting Reset naming selection. 4. Actions Section-Choose either File Only or File and Route as appropriate. 5. Process Entire Queue – if document(s) are going to the same folder, tab, and name used is from the document name on the hard drive, will file documents continuously until all are filed. 6. May Preview document. 7. May Route document. 8. To set document to preview when the filer opens, click on the yellow wheel – may select “Begin Title with Today’s Date” and “Enable Preview”, and click on the save button

o

CNG-Batch Integrated CNG-Batch is a scanning and indexing utility that is located within CNG-SAFE. The operator loads images into CNG-Batch using a scanner, opening an existing image file, or loading the load monitor. CNG-Batch will accept Tif, Tiff, PDF, JPG, or PNG. CNG-Batch can output to CNG-SAFE as a TIF image or PDF based on the operator’s preference. Pages are selected from the batch of images available and combined into a single document, or may be brought in as a multi-page document. Options: Load Files>Handle Multipage Documents – operator selects option preference.

This document is then filed directly into CNG-SAFE in either the original TIF format or as a PDF, JPG or PNG. CNG-Batch has the capability of also reading bar-coded documents and filing those documents automatically. The screen below shows the main operating screen in Batch located in CNG-SAFE.

Select Repository, Cabinet, Folder, Tab, Manager and Template - required

Click on Batch to open from the ToolBox

Document

Addition and Modifications 1. Keywords entry box provided. 2. Ability to split multi-page files. 3. Display last selected document when multi-select is employed. 4. Barcode Filing (using Auto Template). 5. Rectangle tooltip reads “Text Capture” – allows operator to click on the “Text Capture” and copy text from the document to a document segment. 6. File as attachment to a document. 7. Must select a folder before document segments can be indexed. 8. Folder search displays folders in initial entry. 9. No display of Page 1 of 1, if it is a single page document in the selection pane.

Tool Bar File 

Open document(s) from a location in Explorer, a shared folder

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Change Users: May change users from this location

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Management: Go to CNGManagement – if user has rights

View 

Thumbnails – may select location and size

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Show Selection Panel

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Undock Batch from CNGSAFE, may move to another screen

Scan Scan documents into CNG-Batch using a desk top scanner. This option is selected by using the Scan button on the toolbar. The scanner can be selected from the Select Source under the scan option. Once the scanner has completed scanning the pages, it will transfer the document directly into CNG-Batch. Click on Scan or the dropdown to select fast scan. Operator may select 1 Bit, 8 Bit, or 24 Bit (Color).  Select scanning preference  1Bit (Black and White)  8 Bit (Gray scale)  24 Bit (Color) 

Click on Scan and select scanner

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To permanently set scanner selection, click on Tools> Options>General> Select Scanner to permanently set scanner selection-will not ask for the scanner selection each time a document is scanned.

Options

Each user may select Batch Options

Text Capture – Tool Bar 

Click on text capture, draw a box around text on the document, click on segment in naming template; will copy text.

File – Save & Print

File Button  

Save changes made to document Print – May print document

Annotation

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If Annotation is selected – view and edit only If Annotation Permanent is selected – preview, view and edit (will be black and white) Definition for Tools located on page

Button Bar

Save

Print

Rotate Right & Left Flip Image

Redaction

Change the size of the document in preview mode

CNG-Batch Input Methods Scan, File>Open, and Load Monitor Scan 

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Scan-Import documents directly via TWAIN scanner This option is selected by using the Scan button on the toolbar. Once the scanner has completed scanning the pages, it will transfer the document directly into CNG-Batch.

Click on dropdown, scan and select preference for scanning

File – Documents from hard drive 

File – from the tool bar – File>Open option

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Open-Import documents from a network location via file selection select as few or as many documents as you wish to bring in or bring in documents from a shared folder. Note: Using the CTRL or SHIFT key allows multiple selections of documents. CTRL allows pick from list and SHIFT allows selection of list.

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Load Monitor 

Setting up Load Monitor – go to Options on the tool bar – opens to Batch Options – Select Load Files

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Load-Monitor is a specific network directory to import a specified number of documents each time the load button is selected. When the load monitor is used, documents are deleted from the folder after they are brought into Batch.

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Click on the Save button located on the lower right.

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To setup Auto Load, Select Options>Load Files from the toolbar menu. The screen above will be displayed. Auto Load sets a directory to load documents using the Browse button. Select the file extension to load from the Load file types – will open by placing mouse over the file extension to load. Select the “Handle Multipage Documents” according to how the operator wants the documents brought into the batch load screen. May bring in the following extensions: Tif, Tiff, PDF, JPG, and PNG. After setting up Auto Load, the operator clicks the “Load” button on the toolbar and documents are automatically loaded into CNG-Batch.   

Always Split Multipage Document Never Split Multipage Documents Always Prompt When Loading a Multipage Document

File Modes

There are two different modes for setting up CNG-Batch – which are set using the toggle, click on Manual File Mode and change to Auto File Mode.  

Manual File Mode Auto File Mode – Barcode

The mode selected is determined by the type of documents to be filed.

CNG-Batch Manual File Mode Manual File mode allows the operator to group images or single pages, select a filing location in CNG-SAFE and file the document to that location. This is called Manual File Mode. If this is displayed on the toolbar as indicated in the figure below, CNG-Batch is operating in manual file mode. Requires a Document Template set up in CNG-Management

Manual File Mode Setup Select Repository, Cabinet, Folder and Tab

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If the Repository, Cabinet, Folder and Tab are selected in CNG-SAFE, user may click on Set Active Items, which will automatically populate information, or manually enter the following:  Select Repository, Cabinet, Folder and Tab in CNGBatch.  Scan or import your documents into CNG-Batch.  The operator is forced to select a folder before document segments

(template) can be indexed.  Naming Template is required – set up in CNG-Management  Select Manager – Naming Template  Select 1 page to file or using the Shift or CTRL key to allows selection of multiple documents  Operator may hide manager  Enter keyword for document search  Check box for file document as attachment  Select File Document – files to CNF-SAFE  Select File & Route Document – will workflow as a route or manually

CNG-Batch Auto File Mode Setup The filing mode reads barcodes from images, and files the documents based on the data represented by the barcodes; this is the Auto File Mode. If this is displayed on the toolbar as indicated in the figure below, CNG-Batch is operating in Auto File Mode. Mode is selected by a toggle – click on Manual File Mode and the toolbar changes to Auto File Mode.

Auto File Mode Auto File Mode requires templates be set up (template is set up in CNG-Batch). Templates determine which barcodes to read and where the documents will automatically be filed; template is set up in CNG-Batch. The figure below shows the setup screen. Click on Manual File Mode, will toggle to Auto File Mode.

Cabinet Setup for Auto Mode Before using the Auto File Mode – operator must set up the following: 

 

Set up cabinet – in CNG-Management, identify the Unique Identifier as the barcode which will automatically file to the folder in CNGSAFE. This is the most important option. This tells CNG-Batch which barcode on the page to use for locating the folder in which to file the document. This barcode will be used to match the folder index defined as the Unique ID in the cabinet setup. I.E., Customer # in the folder is the first barcode used in this example – the second barcode will be the invoice # - both customer# and invoice# will be listed in the document title. Cabinet is set up in CNG-Management with the Unique ID selected.

The following document is an example of two barcodes, the first is the customer# and the second is the invoice# - this will be used as the document name, to be filed using barcodes.

The two barcodes are Customer # and Invoice # this will be used in the document title with a selected date

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Automatic Template Setup within CNG-Batch Select Options     

Open Templates – Add–add a new template Edit–edit a current template Delete–current template Below is a template set up as a Delivery Ticket

Adding a Template 1. Create Template Name. 2. Fixed Pages Per Document – tells the barcode scanner there is one page per barcode. If the number of pages is variable, set to 0–will file pages that are a part of the barcoded page. 3. Select Cabinet –can be static or obtained from a barcode or from a predefined zone on a page. 4. Select Folder – This tells CNGBatch which barcode on the page to use for locating the folder in which to file the document. This barcode will be used to match the folder index defined as the Unique ID in the cabinet set up.

5. Select Tab Name – can be static, obtained from a barcode or a predefined zone on a page. 6. Enter Document Name – examples of segments that can be auto populated can be found by clicking the ellipse button at the far right of the document title text entry field. 7. Attach document using DBMS key (requires only a Cabinet selection) CNG-SAFE can associate a database key field with each document stored in CNG. If a document is stored in CNG-SAFE with the barcode value as the DBMS key, then the new document is attached to the document with the matching DBMS key. If there is no matching document, then the document is stored as a new parent document. 8. Select Manager, Security, Extension, and Retention – unless a high resolution gray scale or color document is needed, 1 bit Black and White should be sufficient for most documents.

Document Title Description Document Title – for Auto Template

Click on the ellipse box to select the segments below:

1. Selected Barcode #1 Customer # 2. Selected Barcode #2 Invoice # 3. Selected Date – user may add selected date 4. Copy the template segments and paste on the CNG Settings for the template on the previous page in the template setup.

Workflow To workflow barcode document, Rule or Manual 1. Check Workflow Enabled, User Group – or Rule – 2. Send to: add Remarks 3. Click on Save – lower right side 4. If workflow is manual, do not select the rule, only the user or group 5. The rule will be set up in CNGManagement

Barcode Settings There are a variety of different barcode types CNG-Batch can read and process. Different barcode types can be printed on the same page and processed. Select the barcode types being used and this will reduce processing times. Scanning for every possible barcode type will increase the time needed to process a single image. Scan Interval = 5  

Higher number, faster but less accurate Lower number, slower but more accurate Number of expected barcodes

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How many barcodes do you expect to be on a single page? In my example, I used Code 39 (3 of 9 ID Automation) Select Barcode Types

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The type barcode on the delivery ticket is Code 39 (this is 3 of 9 ID Automation) and may be downloaded from Google 3 of 9; however, other barcode types may be selected using the scroll bar.

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Click on Save – lower right Scanning Directions

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The image is scanned for barcodes in the directions set by the check box. This is how the barcode order is determined and why it is important that barcodes be in the same locations on each document. Left to Right and Top to Bottom are the two more prevalent settings; however, other settings are just as valid.

Auto File Mode – Filing documents into CNG-SAFE using the Auto File Mode

1. Process Pages 2. File to CNG

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Click on Process Pages – all documents in the thumbnail list will open in description and information, whether the document has a barcode or not. Document title will show under information. Select File to CNG – documents with barcoding will automatically file to folder in CNG-SAFE based on selection made in the automatic template. Documents that are barcoded are filed into CNG-SAFE, documents that do not have barcodes are left in the list, select Manual File Mode, and operator may continue filing into CNG-SAFE in the manual file mode.

Barcoded Documents have been processed and are ready to file in CNG

Create Stamps Select   

New Edit Delete

Setting up custom stamp     

New Stamp – Add Name Select Text or Image Insert information from boxes under Text Click on Save If private is selected, only the creator of the stamp will have rights to use

Using Custom Stamp 

Select Custom Stamp – see selections below

Redaction – will black out information staff does not want to be viewed. SS#, credit card info. Color may be changed by selecting properties when redaction is selected.

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Select Custom Stamp Draw Box holding left mouse Stamp automatically created from Custom Stamp created above

Rubber Stamp  

Selections are listed below Select Rubber Stamp with mouse and left click to add to document

Stamps Displayed on Document 

Custom Stamp

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Rubber Stamp

New & Scan Documents to CNG SAFE

Documents can be added to a folder directly from within the folder. There are two methods to accomplish document creation within a folder. The “New” button and the “Scan” button allow creation of documents from within the folder. Both must have a document template built into CNGManagement. The “New” button is used to create documents using an existing program such as Microsoft Word, Word Merge, Excel or Forms. To accomplish this task, a document template must be defined in CNGManagement. The steps to create a document with the “New” button are as follows:

1. Open the folder in which the document will be created. 2. Select the tab by clicking on it one time. 3. Click the “New” button on the toolbar. This will display the “Document Specifications” screen shown below. 4. Select and expand the “Manager” template list by clicking the + sign next to the program you would like to use to create the document. 5. Select the appropriate document template for the document being created. 6. Enter any necessary document information into the segment of the document template. 7. Click OK to launch the selected program and template. 8. Create the document and exit the program. The document is now filed and named.

Step 4 Step 6

Step 5

Step 7

Using the “Scan” button follows similar steps. 1. Open the folder in which the document will be created. 2. Select the tab by clicking on it one time. 3. Click the “Scan” button on the toolbar. This will display the “Document Specifications” screen shown above, a document template is required. 4. Select and expand the “Manager” template list by clicking the + sign next to the program to create the document. Manager is TIF or PDF. 5. Select the appropriate document template for the document being created. 6. Enter any necessary document information into the document template segments. 7. Click OK to launch the CNG Imageman program. 8. The scanner interface will be displayed for your particular scanner. Select the scanning parameters and click “Scan” on the scanning interface. Once the document is scanned it will be displayed in CNG Imageman. If you have OCR licenses, and the scanner has OCR quality, please select. 9. To ensure OCR quality set scanner to 300 DPI 10. Click “Exit” to file the document.

Scan

Screen displayed after clicking “OK” on the Document Specifications screen for a “Scan” Operation

Exit

Screen displayed upon completion of the “Scan” button on the scanner interface program Step 8

Select Tools above on the Imageman screen – if user Selects Scanner – will not ask for the scanner selection each time a document is scanned. Set Image Settings and Print Settings for size. Click on Save when complete.

Import Document Click on Tools on the document button bar. Document(s) may be imported from the hard drive, in native format. Select documents, click on open, filer will open. Using the filer may bring in document(s) select folder, tab, and naming template, if appropriate (naming template is not required for the filer). If all the documents are filed to the same folder, tab and named from the hard drive, select “Process Entire Queue” on the filer. (See filer on page 73)

Tools

CNG SAFE Print To Documents may also be filed using the CNG SAFE printer. To create a document in CNG-SAFE, open the document, select the file button and click on print. Only one document at a time may be printed to CNG-SAFE. (If client does not have OCR licenses, and PDF is selected user will get a message that the document will not OCR. Uncheck the PDF box and continue the filing process (may still be filed as a PDF). CNG SAFE is selected as the printer, an electronic document is created in either PDF or TIF image format. CNG Filer will appear allowing classification and filing of the document. The same easy-to-use steps outlined in the CNG Filer steps are used to file the printed image. Document Template is not required.

Drag & Drop From Explorer (may drag & drop from Explorer under the toolbox) or from email – document(s) will import in native format – i.e., Word, Excel, Outlook, Tif, PDF – the filer will open and file into CNG-SAFE. See filer next page. Drag and drop a file to either the folder screen or to an open folder. Document Template is not required.

CNG Filer CNG Filer is a utility program that allows filing of documents via drag and drop, Print to, Import and drag and drop an email. Drag and drop can be performed directly to CNG SAFE from programs such as Microsoft Outlook or Windows Explorer. To file a document using drag and drop, simply drag the file by holding the left mouse button down and dropping the file onto the CNG SAFE interface. 1. Drag a file to either the folder screen or to an open folder. 2. Release the mouse button and the CNG Filer screen will appear. 3. For first time use, you must enter your user name and password. Subsequent uses will keep the user name. The password will only be required if not logged in to CNG SAFE. 4. Select the filing parameters and file the document. 5. Login Section-Enter User Name and Password, if required. Select Repository and Cabinet. Required Login Section-Enter User Name and Password if required 6. Document is filed in native format

CNG Filer Screen-Allows for Entry of Document Filing Parameters

Set up Filer 1. Login Section - Enter User Name and Password, if required. Select Repository and Cabinet, required. 2. Folder Section - Enter the folder information for filing. This will automatically populate with the folder information selected at the time of drag and drop. 3. Document Naming Section - Select appropriate naming template or name may be brought in from document by selecting Reset naming selection. 4. Actions Section - Choose either File Only or File and Route as appropriate. 5. Process Entire Queue – if document(s) are going to the same folder, tab, and name used is from the document name on the hard drive, documents will file continuously until all are filed. 6. May Preview document. 7. May Route document. 8. To set document to preview when the filer opens, click on the yellow wheel – may select Begin Title With Today’s Date and Enable Preview, click on the save button.

o

CNG SAFE Export The CNG SAFE export functions are used to send documents out of the system. The export function is located under “Tools” in the document screen and on the Speed Bar menu (export document and email document.) The common export functions are described below.

Emailing Documents Document can be emailed directly from within CNG SAFE using the export function of email. To email a document(s) out of CNG SAFE, perform the following steps: 1. Locate the document(s) and select by single mouse clicking on the line item. To select multiple documents, use the or key on the keyboard, then click the appropriate items. 2. Click the “Tools” menu button and select “Email Documents”. The screen below will appear.

3. Select the Zip Actions if required. 4. Next Click Compose Message. This will launch a new email screen allowing you to send the documents. A copy of the email will be saved in your sent items folder. Note: Multiple documents can be added to the CNG Email Documents queue by dragging and dropping from CNG SAFE to the screen above. If documents from multiple folders need to be added to the email, simply minimize the screen, open the other folders, and drag and drop documents to the CNG Email Documents screen.

Print Documents

Printing documents works identical to the procedure for emailing documents with the exception of the screen shown above. Print may be selected on the button bar, under Tools, or on the speed bar.

Export to Harddrive Exporting documents works identical to the procedure for emailing documents with the exception of the screen shown below. The only difference is you need to select a location for the exported document(s) by clicking the Export to File System button shown below. Document may be exported using the Speed Bar at the bottom of the folder or document screen. Rights must be assigned in CNG-Management.

Upon selection of the “Export to File System” button, three options will be presented asking if you would like to zip the files. Choose the appropriate item.

CNG SAFE Document Workflow Document workflow allows the sending of a document(s) to another user either by a manual routing method or a rule-based method. Documents can be sent either to an individual or a group of individuals. Rules allow for predefined workflow paths and can be based on specific criteria for the route the document takes. Manual routing is simple point-to-point routing of a document that is not constrained by specific criteria.

Routing Documents Documents can be routed by performing the following steps: More detailed information for workflow is in the CNG-Workflow documentation. 1. Select the document(s) to be routed by highlighting with the mouse. For multiple selections use the or keys. 2. Click the “Tools” menu button and the select route-Public Access. This will display the following window. From this window, select the appropriate Route Type of either Rule or Manual. 3. If a Rule type is selected, click the appropriate rule. If Manual type is selected choose a user or a group to which to route the document. 4. Notes can be added to the document route to give the receiving user more information, if needed. Click the “Send” button to complete the route.

Step 1: Select the Route Type

Step 2: Select the user, group or rule

Step 3: Enter Note

Step 4: May route as a bundle if a manual route

Step 5: Click Send to complete the route

Document Workflow Work Area All documents which are routed are delivered to the user’s workflow box. The workflow box can be accessed by clicking the “Workflow” button on the CNG SAFE toolbox. This will display the workflow section shown below.

Items are shown in workflow with a status, who sent the item and the date sent. The status indicates if the item is New, In Process, or on Hold. Routing notes and routing history are available at the bottom of the inbox panel.

Document Actions The workflow toolbar allows for several document actions. Approve: Verifies that the document was reviewed and moves the document to the next step of workflow. If the document was manually routed, the “Pick Item” box must contain a selection of where the document will go next. If the document was routed via a rule, the document will automatically flow to the next point defined by the rule. Reject: Indicates that the document has not received approval. The document automatically flows back to the user who sent the item.

Edit: Allows editing of the document via the assigned document manager such as Word, Excel, etc. Clicking edit will open the document in the native program. Once saved, it will appear in the workflow preview window for the next action required. File to Cabinet: Checks the document back into the file cabinet from which it originated. This is only allowed for a manual route. Hold: Flags the document and changes the status to “Hold”. This is used to temporarily let the user know the document was reviewed but is awaiting further action. Return to Sender: Sends the document back to the person who sent it. Only functions for a manually routed item. Email: Creates an email message with the selected document attached. Print: Prints the selected item. Open Folder: Opens the folder of the selected document. All documents associated with the folder are present for viewing. Edit Folder: Allows editing of the folder index values as required. Search: Allows searching of workflow items for a specific document(s) based on the specified criteria. Refresh: Updates the document list in workflow without waiting for the automatic refresh to occur.

Document Search Location of information occurs a number of ways in CNG SAFE. One specialized area to locate documents is the search area. This can be accessed by clicking the “Search” menu item, specifically “Cabinet” searches.

Search Functions The cabinet search area allows locating documents based on several criteria. Queries can be built on the fly and can also be saved for future use if needed. This allows repetitive document searches to be conducted with relative ease. The search screen shown below is used to build the search queries and display the results of the search. To begin, follow the following steps. 1. 2. 3. 4.

Open the search screen by clicking “Search” on the CNG SAFE “Tool Bar”. Select “Cabinet”. Choose a repository and cabinet to search and click “Add”. Enter the document title in the quick search. Click the “Get Results” button.

5. Perform document functions as needed. 6. Open Parent Folder

7. 8. 9. 10.

View Document Edit document (rights required) Delete document (rights required) Tools – left click for list

Full Text Searching The search section also allows searching of document content using the CNG Full Text Search Engine. The full text search is activated by selecting the “Full Text Search” tab on the above screen. The full text search functions are described below.

Using Full Text Search Using CNG Full Text Search Console is simple. You can search by simply typing text into the textbox on the upper left, and then pressing the search button. This will perform a basic search using the default settings. For more advanced searching you can make adjustments under advanced options. These settings allow finer grain control over how many search results are returned, how many are displayed, and can enable or disable search capabilities like fuzzy, phonic, and stemming searching. These capabilities are detailed in the sections below. The search results maximum is set to 100 by default. This means the search will return the top 100 matches to your search. You can turn this number up or down to change the number of matches returned. Or, if you do not want a limit, set this value to zero and search will return all matches to your search. Search will take longer as you set this value higher.

Searching Overview CNG Full Text Search supports three types of search requests: An "any words" search is any sequence of text, like a sentence or a question. In an "any words" search, use quotation marks around phrases, put + in front of any word or phrase that is required, and - in front of a word or phrase to exclude it. Examples: banana pear "apple pie" "apple pie" - salad +"ice cream" An "all words" search request is like an "any words" search except that all of the words in the search request must be present for a document to be retrieved. A "Boolean" search request consists of a group of words, phrases, or macros linked by connectors such as AND and OR that indicate the relationship between them. Examples: apple and pear - both words must be present apple or pear - either word can be present apple w/5 pear - apple must occur within 5 words of pear apple not w/5 pear - apple must occur, but not within 5 words of pear apple and not pear - only apple must be present

If you use more than one connector, you should use parentheses to indicate precisely what you want to search for. For example, apple and pear or orange juice could mean (apple and pear) or orange, or it could mean apple and (pear or orange). Noise words, such as “if” and “ the”, are ignored in searches. Search terms may include the following special characters: ? - matches any character = - matches any single digit * - matches any number of characters % - fuzzy search # - phonic search ~ - stemming search ~~ - numeric range To enable fuzzy searching, phonic searching, or stemming for all search terms, check the boxes under Advanced Options.

Wildcard Searching A search word can contain the wildcard characters * and ?. A ? in a word matches any single character (including a Unicode character), and a * matches any number of characters. The wildcard characters can be in any position in a word. For example: appl*

would match apple, application, etc.

*cipl*

would match principle, participle, etc.

appl?

would match apply and apple but not apples.

ap*ed

would match applied, approved, etc.

Use of the * wildcard character near the beginning of a word will slow searches somewhat.

Fuzzy Searching Fuzzy searching will find a word even if it is misspelled. For example, a fuzzy search for apple will find appple. Fuzzy searching can be useful when you are searching text that may contain typographical errors, or for text that has been scanned using optical character recognition (OCR). You can adjust the level of fuzziness from 1 to 10.

Phonic Searching Phonic searching looks for a word that sounds like the word you are searching for and begins with the same letter. For example, a phonic search for Smith will also find Smithe and Smythe. Phonic searching is somewhat slower than other types of searching and tends to make searches over-inclusive.

Stemming Searching Stemming extends a search to cover grammatical variations on a word. For example, a search for fish would also find fishing. A search for applied would also find applying, applies, and apply.

Numeric Range Searching A numeric range search is a search for any numbers that fall within a range. To add a numeric range component to a search request, enter the upper and lower bounds of the search separated by ~~ like this: apple w/5 12~~17 This request would find any document containing apple within 5 words of a number between 12 and 17.

Regular Expression Searching Regular expression searching provides a way to search for advanced combinations of characters. A regular expression included in a search request must be quoted and must begin with ##. Examples: Apple and "##199[0-9]" Apple and "##19[0-9]+" A regular expression must match a single whole word. For example, you could not search for "apple pie" with a regular expression "##app.*i.e.” A regular expression is like the * wildcard character in its effect on search speed: the closer to the front of a word the expression is, the more it will slow searching. "Appl*" will be nearly as fast as "Apple", while "*pple" will be much slower.

Variable Term Weighting Searching By default all words in a request count equally in counting hits. You can change this by specifying the relative weights for each term in your search. Request, like this: apple:5 and pear:1. This request would retrieve the same documents as apple and pear but, full text search would weight apple five times as heavily as pear when sorting the results. Weights can also be applied to a field in a Boolean seach, like this: (Description: 5 contains (apple and pear)) or (author: 2 contains ("John Smith")

Folder Search In the quick search to do a folder search enter an index and click on get results. Will bring in folders matching the index requested.

Messaging The Messages Button in the CNG-SAFE toolbox allows the user to navigate to the CNG-SAFE message center or message on the toolbar below will open the message center. All CNG Messages are sent via CNG software so they do not use the internet or email. This provides a secure and efficient way to communicate internally – without paper. The message center in the toolbox has a display of the different messages available. Click on each mailbox to see a list of messages available of that type. New messages come to the Inbox.

Click Messages on Toolbar in the folder screen – will open the CNGMessage Module. Click on Messages. The message screen below will open. Notes within the message screen cannot be deleted; the person responding is listed on the screen. If message is closed, may click on the messages button at the top and bring back in.

1. New – start a new message. There are three different types of messages. a. Internal Message – send a brief message to another CNG-SAFE user. b. External Message – telephone call or message from outside the company. Take message and contact information and send it to another CNG-SAFE user. c. Bulletin Board Message – send a message to all CNG-SAFE users. 2. Delete – deletes the currently selected message. 3. Reply – allows the user to reply to the currently selected message. 4. Reply to All – sends a reply to all users included on the original message 5. Forward - send the message on to another CNG-SAFE user. 6. Print – prints the message.

Note: Selecting “File Message” allows the user to select a folder which to file the message to, name the message and even route the message to Workflow to ensure that the person for which the message is intended is notified by a CNG Workflow Alert. The message is filed using the CNG-Filer

Bulletin Board Message In the Message Center a Bulletin Board message may be created. At the Message Center screen, select New and Bulletin Board Message Messages sent to the bulletin board go out to all of the users on the CNG-SAFE system. 1. Send – send the current message to all CNG-SAFE users. 2. Reply to All – sends a reply to the currently opened message. 3. File Message – pops up the CNG-Filer and allows the user to file the message. 4. Print – prints the current message.

Internal Message Internal message are messages used by staff within the CNG-SAFE system. There are no external links to the internet or to external email systems. Simply select a user to send the message by using the To button. Enter a subject, and then the body of the message. When completed, click the Send button on the toolbar and the message will be sent to the appropriate user(s).

External Message While you were out is an external message, (received a phone call, or someone dropped by, …). It allows the sender to take the contact information and send the person a note (much like the old pink message slips). The message screen to the right will open when you click on messages from the Toolbar on the folder screen. Notes within the message screen cannot be deleted; the person responding is listed on the screen. If message is closed, user may click on the messages button at the top and bring back in.

Fill out the appropriate fields in the given form. When the message is complete, click the Send button on the toolbar to send it to the selected users.

Recycle Bin The CNG-SAFE recycle bin operates much like the Windows Recycle Bin. When a document or folder is deleted from CNG-SAFE it is sent to the recycle bin. The document will remain in the recycle bin until it is permanently deleted. A screen similar to the one at the right will be displayed upon entering the recycle bin. Each Repository/Cabinet pair has separate recycle bins. The first thing to do is select the correct Repository and Cabinet from the pull down lists on the left side of the screen. A list of documents or folders will be displayed in the list on the right side of the screen. To see Folders, use the Search Folders tab. To see Documents, use the Search Documents tab.

Folders There are two options available for folders. A folder may be restored to the cabinet by clicking the Restore Folder button on the toolbar, or the folder may be permanently deleted by clicking on the Delete Folder button on the toolbar. The Delete function is final and the folder will not be retrievable after this action. The Recycle Bin allows the user to search for a specific folder that has been deleted using the Search Folders function. Folders can be searched based on any Folder Index by selecting the desired index from the Index Name pull down. Specifiy a date range with the Start Date and End Date input fields.

Documents To view documents in the Recycle Bin, select the “Search Documents” tab. When this tab is selected, a list of documents will be displayed. To search for specific documents, enter search criteria at the bottom of the screen and click the Search button. A document is selected by clicking on it within the list or by using the Control (Ctrl) or Shift keys on the keyboard as multiple documents are selected. Once documents are selected there are three options: 1. Restore removes the document from the Recycle Bin and places it back into the Cabinet and Folder from which it was deleted.

2. Delete will permanently remove the document from CNG-SAFE. The CNG-SAFE Message shown to the right will be displayed as a Final delete warning.

NOTE: If you select “Yes” the document is GONE and cannot be recovered. 3. Staff responsible for removing documents permanently may be set in CNG-Management. (See

the CNG-Management manual for instructions) – administrator may set personnel authorized to permanently delete from Recycle Bin.

Notes