Transform™ Scan Center User’s Guide Notices Transform Scan Center Notices Transform Scan Center User’s Guide Version 3.2 Copyright Bottomline Technologies, Inc. 2008. All Rights Reserved Published in the United States of America Information in this document is subject to change without notice and does not represent a commitment on the part of Bottomline Technologies. Bottomline Technologies makes no warranties with respect to this documentation and disclaims any implied warranties of merchantability or fitness for particular purpose. Bottomline Technologies 325 Corporate Drive Portsmouth, NH 03801 Telephone: (603) 436-0700 Fax: (603) 436-0300 Email: Table of Contents Transform Scan Center Table of Contents Using This Guide ................................................................................................................................................ 5 Using the PDF Version of This Guide........................................................................................................... 5 Contacting Bottomline Technologies ............................................................................................................ 6 Technical Services........................................................................................................................................ 6 Documentation............................................................................................................................................. 6 Understanding Transform Scan Center .......................................................................................................... 7 Custom Export Option................................................................................................................................ 7 Installation Requirements ................................................................................................................................. 8 Computer Software ......................................................................................................................................... 8 Computer Platform.......................................................................................................................................... 8 Absolute Minimums.................................................................................................................................... 8 Recommended ............................................................................................................................................. 8 Scanner and Interface ...................................................................................................................................... 9 Installing Transform Scan Center.................................................................................................................. 10 Installation Prerequisites .............................................................................................................................. 11 Installing Transform Scan Center................................................................................................................ 12 Running Transform Scan Center for the First Time.................................................................................. 13 Configuring Transform Scan Center ............................................................................................................. 14 Managing Functional Profiles ...................................................................................................................... 14 Defining the Profile Manager Configuration......................................................................................... 15 Defining the IScan Setup – Batch Pilot ................................................................................................... 20 Defining the Directory Scanning Configuration ................................................................................... 24 Defining the Indexing Configuration ..................................................................................................... 27 Defining the Automatic Page Grouping Configuration....................................................................... 28 Defining the Automatic Page Grouping Zone Definition.................................................................... 34 Managing Zone Templates........................................................................................................................... 35 Defining the Template Manager Options .............................................................................................. 36 Defining the Configure Zone Basic Options.......................................................................................... 38 Defining the Configure Zone Auto-Fill Options................................................................................... 39 Defining the Configure Zone Barcode Options..................................................................................... 40 Defining the Configure Zone Template Options .................................................................................. 42 Activating and Defining a Zone .............................................................................................................. 43 Testing the Zone Definition ..................................................................................................................... 45 Scanning with Transform Scan Center ......................................................................................................... 46 Using the Grouping Panel ........................................................................................................................ 48 Using the Indexing Panel ......................................................................................................................... 50 Using Custom Export Options........................................................................................................................ 54 General Description of Custom Export .................................................................................................. 54 Network Requirements for Custom Export........................................................................................... 54 Custom Export Options ............................................................................................................................ 55 Custom Export Document Categories .................................................................................................... 55 Export Routine Customization ................................................................................................................ 55 Configuring and Implementing Functions .................................................................................................. 57 Configuring the Transform Content Center Communication Connection ........................................... 58 Backing Up Transform Scan Center ............................................................................................................ 62 Setting the Viewing Options for the Grouping and Indexing Panels .................................................... 63 Transform Scan Center, version 3.2 07/22/08 3 Table of Contents Transform Scan Center Viewing Options for Transform Scan Center ........................................................................................ 63 Understanding E-Mail Cover Page Features ............................................................................................. 64 Understanding Pages and Documents ....................................................................................................... 65 Using Document Separators .................................................................................................................... 65 Understanding Extension Scripts ................................................................................................................ 66 Using the Zone Template Extension Scripts .......................................................................................... 66 Using the Common Extension Script...................................................................................................... 68 Using the Startup Extension Script ......................................................................................................... 68 Using the Automatic Page Grouping (APG) Extension Script............................................................ 68 Understanding Data Visibility Between Inherent Code and Extension Scripts ............................... 69 Using Extension Scripts and Examples .................................................................................................. 71 Frequently Asked Questions (FAQ) .............................................................................................................. 78 Involving the General Use of Transform Scan Center.............................................................................. 78 Involving Exporting From Transform Scan Center to Transform Content Center .............................. 80 Troubleshooting Transform Scan Center ..................................................................................................... 82 Received Error Message during Installation of Transform Scan Center ........................................... 82 Grouping Panel – Print Preview Option Does Not Preview Document............................................ 82 Enable Debug Mode to Display Troubleshooting Messages............................................................... 83 Cannot Establish Transform Content Center Server Connection ....................................................... 83 Received Error Message when Configuring Kofax VRS Interface ..................................................... 83 Upgrading Transform Scan Center................................................................................................................ 84 Performing Pre-Upgrade Tasks ................................................................................................................... 84 Uninstalling Transform Scan Center........................................................................................................... 84 Upgrading Transform Scan Center ............................................................................................................. 84 Transform Scan Center, version 3.2 07/22/08 4 Using This Guide Transform Scan Center Using This Guide Bottomline Technologies, Inc. developed this guide to help you understand how Transform™ Scan Center works and to perform software user or administrator tasks. Using the PDF Version of This Guide Bottomline Technologies includes a PDF version of this guide in the docs folder on the CD. To open the PDF, you must have Adobe Reader version 5.0 or higher installed on your computer. Download the latest version of Adobe Reader from www.adobe.com at no charge. With Adobe Acrobat Reader, you can display, search, copy, print pages, and click hyperlinks. You can also click headings or page numbers in the table of contents, index, or references in the text to display those headings or pages. For help using PDF files, in Adobe Reader, press F1. Tip With Adobe Reader 8.0, you can search for every instance of a word or phrase in a guide. From the Edit menu, select Find, and then from the Find drop-down, select Open Full Acrobat Search. Transform Scan Center, version 3.2 07/24/08 5 Using This Guide Transform Scan Center Contacting Bottomline Technologies This section provides Technical Services and Documentation contact information. Technical Services If you have questions about Transform Scan Center and are unable to find the answers in this guide, contact Technical Services in one of the following ways: USA (Atlanta, GA) • Web: www.optio.com/eCare • E-mail: Understanding Transform Scan Center Transform Scan Center Understanding Transform Scan Center Transform Scan Center is a scan-to-archive solution for a wide variety of documents. Transform Scan Center captures images and forwards them to Transform Content Center. When used together with a Transform Content Center, it offers an efficient and effective alternative to long-term paper document archive. You configure this operation by creating one or more Functional Profiles which dictate how Transform Scan Center behaves when a batch of documents are scanned. You can create multiple Functional Profiles to quickly select how a batch of scanned documents is processed. The scan-to-archive process consists of the following steps: 1. Scan: either by using a physical document scanner or accessing TIF (Tagged Image Format) images from a local or network file location 2. Read: using Optical Mark Recognition (OMR) that can read characters or barcodes 3. Group: associating scanned pages into documents 4. Index: selecting an archive document type and entering index data for retrieval searches 5. Export: passing to the archive system Custom Export Option Transform Scan Center also offers a custom export option that allows the results of Transform Scan Center to be exported to something other than a Bottomline Technologies archive system. The custom export option is defined per Functional Profile, and therefore a single Transform Scan Center installation can support a combination of scan-to-archive Functional Profiles and custom export Functional Profiles. A Functional Profile defined for custom export can function like the scan-to-archive process described above, or it can perform an optional Classify step instead of the Index step. For information, refer to Using Custom Export Options. Transform Scan Center, version 3.2 07/22/08 7 Installation Requirements Transform Scan Center Installation Requirements Computer Software Install Transform Scan Center on a Microsoft Windows XP Operating System with Service Pack 2. Computer Platform Transform Scan Center is a single-computer document scanning and indexing solution. For optimum performance, it requires significant hardware processing power and display capability. When processing a batch, the Optical Character Recognition (OCR) reads the pages, which is a processor and memory intensive process. Transform Scan Center is also graphics intensive (drawing, sizing and displaying images on-screen). You can select areas of characters on images to reduce manual entry. Therefore a relatively large, high-contrast display and display resolution reduces unnecessary scrolling and manual image resizing. An investment in a fastest-possible, yet cost-effective computer for this specialized application provides a demonstrable return in user productivity. Absolute Minimums • Pentium IV, 3 GHz or faster (or AMD equivalent) • 2 GB RAM • 80 GB hard disk drive • XVGA display (1024 x 768) • Connection appropriate to selected scanner (SCSI or USB) Recommended • Fast dual core Intel or AMD processor with fast front-side bus specs • 2 GB of high-performance RAM • 80 GB hard disk drive • High-resolution, wide-screen display (1400 x 1050) with a 20-22 inch, high-contrast LCD monitor Transform Scan Center, version 3.2 07/22/08 8 Installation Requirements Transform Scan Center Scanner and Interface Transform Scan Center is dependent on the quality of the scanned document images. If the images are not sharp, high fidelity and square (not skewed), it reduces the usability of scanned document. You can use just about any document scanner designed to interface with a desktop computer that meets the following requirements. To assist you with your selection of a scanner, refer to the following. • Per-page performance: How many sheets per minute can the scanner read at a 300 DPI resolution? This depends exclusively on your expected scanning volume and represents the highest cost-to- performance tradeoff. A 20-25-page per minute scanner is a good minimum selection. Flatbed scanners are not recommended. • Duplex versus simplex (double- versus single-sided scanning): If any of the documents you anticipate scanning are double-sided, you should have a duplex scanner. • Color versus monochrome: OCR (Optical Character Recognition) is most efficient and effective with high-contrast monochrome scans. While a document scanned and stored in color may be nice for retrieval from archive later, the scanning and processing is slower, image file sizes are significantly larger, and the OCR may actually not be as accurate which somewhat increases user interaction. • Document feeder capacity: Like per-page performance, this is primarily an anticipated document volume decision. Note that smaller batches (20-25 pages) are actually easier to work with than larger batches. • Kofax Virtual Rescan (VRS): This technology is highly recommended because it significantly increases OCR effectiveness, especially when the source document pages are not in pristine condition. VRS is sometimes embedded in higher-end scanners, or you can use a VRS interface card or software VRS that works in the computer’s memory. In this application, VRS is only used to provide image optimization. Transform Scan Center provides the OCR and barcode recognition internally, so these optional VRS features are not used. • Driver and interface protocol: There are three supported interface/driver types. Kofax software VRS with an SCSI (Small Computer System Interface) connection Kofax interface board such as the Adrenaline series ISIS (Image and Scanner Interface Specification) driver and protocol for SCSI or USB connection. While most commercial-grade document scanners are available with ISIS capability, double-check which physical connection type (SCSI/USB) is supported via ISIS. For example, a scanner may have both USB and SCSI physical connection options, yet the ISIS driver only works when using the SCSI connection. Transform Scan Center, version 3.2 07/22/08 9 Installing Transform Scan Center Transform Scan Center Installing Transform Scan Center This section provides instructions for installing Transform Scan Center, including: • Installation Prerequisites • Installing Transform Scan Center • Running Transform Scan Center for the First Time Transform Scan Center, version 3.2 07/22/08 10