KlickFile

KlickFile consists of 4 different modules. The Administrative, the Scanning, the Indexing and the Retrieval modules. Below are descriptions of each module and what they can do.

Administrator:
This is where you set up projects and specify image storage locations. Index fields and field definitions are set up under projects once the project is set up. There are multiple field type options. They are; text, number, date, user defined list, date stamp, auto increment, and field masks. KlickFile can support up to 9999 projects and unlimited fields per project. Projects and fields can be deleted and/or modified.

Users are also set up in this module. At this time only usernames and passwords can be established. Security will be added and groups will be added.

Batch maintenance is also handled in this module. You can reset a batch to an idle condition. This is needed when a batch gets locked in a particular state. Idle=0, Scanning=1, and Indexing=2. While a batch is in one state it cannot be opened and worked on by any user except the user that has it currently opened. This does not apply to an idle state. Batches can also be deleted within this module.

Scan Manager:
This is where batches are created. You can open a project and create a batch by naming the batch. Once a batch is created you can begin scanning into it. Scanning can begin by pressing the scan button. If you have more than one scanner attached to your workstation you can press select source and select between scanners. There is a mode select and brightness adjust and contrast adjust available on the main screen however, if you need to access more scanner settings you can check the show twain settings box and then when you press scan the twain interface comes up prior to scanning. You can make more adjustments from there.

Under the file menu option you can close a batch, select new batch, or open an existing batch. You can have as many batches under each project as you want.

KlickFile Indexing:
When you log in to KlickFile you have the option to go to the indexing module or to the retrieval module. When you select indexing, a window opens which allows you to select the project and the batch you want to work on. Once selected the first page of the batch and the index fields for that project appear. You can begin indexing by pressing the new document button. You can then enter data into the index fields. Once you are satisfied with your indexing criteria you can begin attaching pages to that document by pressing the attach page button. As you attach pages the next page in the batch appears. When you reach the first page of the next document press new document and enter data into the index fields and attach pages again. If, when you press the new document button, the index data from the last document is still in the index fields then the auto carry option is selected. This option is under the indexing menu. If you don’t want the data from one document carried to the next document you can uncheck the auto carry option and then when you press the new document button the index fields will clear.

If all the pages remaining in a batch belong to the current new document you can press attach all and all of the remaining pages will be attached to that document.

If when indexing, you attach a page to a document that should have been the first page of a new document, you can detach the page from that document and create a new document beginning with that page. You can only detach a page at a time and only from the document you are currently working on.

If you come upon a page that you need to delete, simply press the delete page button and the page you are viewing will be deleted. Once deleted the page cannot be recovered.

As you create new documents they will appear in the bottom left window of your screen. If you come upon a page in a batch that may belong to a document in that batch that has already been created and you need to attach that page to that document you can skip the page and attach that page after all the other pages in that batch have been indexed. This is considered exception processing. Once you have reached the end of a batch there will be a prompt asking if you want to process those exceptions now. You can do it then or do it later. To attach the exception page you are viewing, you highlight the document in the document list that you wish to attach the page to and press attach page. You can skip as many pages as you need to in a batch and then process them in the exception processing mode. This procedure applys only to the batch you are working on. You cannot attach pages from one batch to another batch.

You can add multiple indexes to a document. This is done at the completion of a batch. When the batch is complete a prompt will come up asking if you want to exit the batch. Select no. Then under the document menu option, select add duplicate indexes. Then highlight the document you wish to add duplicate index values to and press get document. Add the duplicate index information and press save index. You can do this to as many documents as you wish. You can add as many duplicates as you wish.

From the file menu option you can open document retreival.

KlickFile Retreival:
When you log into the retreival module you first must select a project. Once you select a project you will see the document search fields. You can search by a field or a combination of fields. You can perform wildcard searches by using the asterisk as the wildcard. If the wildcard trails the search criteria, the search result will be everything that begins with that criterion. If the wildcard preceeds the search criteria, the search result will be everything that ends with that criterion. If your search result is a single document, that document will be displayed. If the result is multiple documents you will see a search result set and then you can select the document you want to view. You can view only one document at a time.

You can reorder the pagination in a document by right clicking on the page you are viewing and selecting get page. You can then page to where you wish to put that page and by right clicking you will have multiple options. The options are insert before, insert after, append to doc. This process is essentially a cut and paste. You can cut and paste a page from one document to another by following the same procedure along with selecting and opening the document you wish to paste to.

You can also create a new document by right clicking on the page you wish to use to create the new document with and selecting get page. Right click again and select the option Attach to new doc. When you select this option the index fields will appear on right side of the screen and allow you to input the new index information. To see the new document in a search result set the search must be refreshed.

You can modify the index values of an existing document by selecting index values under the edit menu option. When you check this on it will remain on until you check it off.

You can add a page to a document by selecting the add page under the page menu option. Once there you can chose to add from file or from scanner. From the file option the only file types supported are .tif, .jpg, .bmp, .png, .pcx. No foreign file types are supported. From scanner you can add a single page at a time.

You can delete a page using the delete page button on the toolbar. You can delete a document by selecting delete doc under the edit menu. You can delete a single document at a time.

Annotations are available on the toolbar. Highlight, note, and rubber stamp are the only annotation options.

You can zoom in on a page by using the buttons on the toolbar. These are incremental. To zoom in on a region you must hold down the ctrl key and right click on the document.

You can e-mail a document by using the e-mail button on the toolbar.