process of converting paper documents into documents are...

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Process of converting paper documents into electronic images.

Documents are scanned and then indexed (catalogued) for quick retrieval.

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Eliminates filing cabinets Fast & easy access to documents from your

own desk.

Scanning and importing tools bring documents into the system.

Indexing system catalogues the documents.• What the document is• Who the document is about

Retrieval tool finds and displays the documents.

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Scanning/ importing: Captiva ScanPlus/ Webtop (importing)

Indexing: Captiva Completion

Retrieving (viewing): Webtop

Limited licenses Failure to logout blocks other users

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Gather /sort documents.

Use Captiva ScanPlus and scanner to create batch.

Use Captiva Completion toprocess batch.

Captiva Capture workflow

Note: you will no longer have to login again to retrieve indexing data.

Captiva ScanPlus - stepsCreate a batch by process type:

Admission School Student JH (Financial Services)

Scan the pages Use Captiva ScanPlus

Delete badly scanned pages (or do this in Completion if you are sharing scanner)

Close the batch

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Document TypeAdmissions applicationCorrespondenceDecision letterReference LetterSupplemental infoTest scores

Document TypeCourse infoGraduation InfoTranscript-OfficialTranscript-Unoffical

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Document Type Category = Forms Appeal J Grade Course Change Request Graduation Term Change Post-deadline Record Change Summer Study Away Request Transfer Credits/Adjustments

Document Type Category = Other Advisor notes Correspondence Historical

Document Type Category = Confidential Medical Notes Security Notes

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Only Document ID is needed

All other fields are filled in automatically

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Server name in prod = pcapture Click Use Windows logon at

your desktop. You will not be required to enter Username, Password, Domain.

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You can also use your short Username, Password and Domain=campus

See KB 1006 for more info

For QA = qcapture

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Note: File view settings do not affect the way files are saved. No Save button. Your scanner: may have automatic default settings.

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• Current Scanner field contains the scanner that is connected.

• Click Change selected scanner to change the scanner.

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The steps on this slide and next 3 slides must be done once for each process on which the new batch will be based

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Start the Captiva ScanPlus program

View file view settingsSet Scaling to Fit to width

View or change the selected scanner

Verity that Current Scanner field is correct (for training room)

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1Select the process

2 Use your unit standards (e.g. unit + Process + your initials) ES_Rec_School_JDR

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• Pick a process: Admission, School, Student, JH• Create consistent batches of paper documents

e.g. use Process = School_Document to scan transcripts in 1 batch.

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Click Scan Pages.

• If you get the following message, it means that your scanner is not set up

• Click ‘Yes’ and select the scanner from the Available configurations list

• Click Set as Current

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File view

Tree view

Zoom or shrink File view

Right click on a document/page in Tree View. This can be also done in the next step (Completion): • Go to a page• Insert a document (best practice – do it in Captiva Completion)• Delete a page• Move a page (Cut and paste)

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Create new batchEach trainee scans a batch of documentsUse scanner in the training room for this exercise

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Or use Alt-F4

Scanning and importing tools bring documents into the system.

Indexing system catalogues the documents.

Retrieval tools find and display the documents.

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Gather /sort documents.

Use Captiva ScanPlus and scanner to create batch.

Use Captiva Completion toprocess batch.

Captiva Capture workflow

Quality assurance should be done at your workstation using Completion, rather than in ScanPlus at the scanner workstation. 

Captiva Completion- steps Process the batch you created in ScanPlus Sort pages into documentsAdd index values for each documentUpload documents to Webtop

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Which is a document, which is a page?

Guttenberg’s transcript

Guttenberg’s course change request

document

page

Documents can have multiple pages By default, all scanned pages form a single

documentAssign the pages to different documents

(as required)

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Server = pcapture

Use your McGill short username and password

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Server = qcapture

Server = qcapture

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Completion opens. Select (double-click) on the batch of scanned documents/pages you want to index

• The batch opens• Select the Type by clicking on the down arrow • The Form panel and Summary panel display (next slide)• You are now ready to index

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Header barMenu bar

Documents panel

Page View panel

Summary panel

Form panel

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By default, all pages in a batch belong to 1 document

After you index the 1st page, all the other pages in the document take on the same index values

To create a new document:◦ select Document>New Document or click on the icon◦ e.g. a student’s transcript may have 3 pages. This is one

document. You may have to create another document if your batch has a transcript for another student.

To cut, copy, paste and rotate pages, right-click on page(s)

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The form panel displays – the index fields appear for the selected process.

Finish Task (F10)

Select Document Type

The batch opens

For each document:Select Type = AdmissionDocument

The form panel displays – enter the index fields Select Document Type (next slide)Enter McGill IDLast Name, First Name will be populated (from Banner)

Click Finish Task (F10)

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Document TypeAdmissions ApplicationCorrespondence (Misc)Decision LetterReference LetterSupplemental InfoTest Scores Info

The batch opens

For each document:Select Type = SchoolDocument

The form panel displays – enter the index fields Select Document Type (next slide)Enter McGill ID Select school from Display Record. Last Name, First Name, School Code, School Name

will be populated from Banner.

Click Finish Task (F10)

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Document TypeCourse InfoGraduation InfoTranscript-OfficialTranscript-Unofficial

The batch opens

For each document:Select Type = StudentDocument

The form panel displays– enter the index fieldsSelect Document Type Category (next slide)Select Document Type (next slide)Enter McGill IDLast Name, First Name, Primary Faculty will be

populated from Banner.

Click Finish Task (F10)

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Document Type Category = Forms Appeal J Grade Course Change Request Graduation Term Change Post-deadline Record Change Summer Study Away Request Transfer Credits/Adjustments

Document Type Category = Other Advisor notes Correspondence Historical

Document Type Category = Confidential Medical Notes Security Notes

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The batch opens

For each document:Select Type = JHDocument

The form panel displays – enter the index fieldsEnter Document Number (next slide)Fiscal Period, Fiscal Year, Type, Deposit Number,

Currency will be populated from Banner.

Click Finish Task (F10)

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The only index field to enter is Document Number The other fields are populated from Banner

When you have indexed every document, click Finish Task (F10)

Your documents will be moved to WebtopEach document is a file in Webtop

(a document may have more than 1 page)

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All the documents created within a batch can be processed at the time of creation; all documents will be visible on the screen.

However, if you open a batch and then click on the icon to save and close it, the next time the same batch is opened: Only the first document displaysOnce the first document is indexed and processed (F10), the next

document within that batch displaysContinue to index and process all the other document(s) Once all the documents are indexed and processed, the following

screen displays. Click CANCEL

Your documents will be moved to Webtop Each document is a file in Webtop

Scanning and importing tools bring documents into the system.

Indexing system catalogues the documents.

Retrieval tools find and display the documents (use Webtop to view your documents)

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Open Captiva Completion to index your documents

Index your batch in Captiva CompletionSelect the batch by double-clicking on it

Index pagesCreate new documents as needed

Reorder pages, if requiredDelete pages, if requiredWhen all documents have been indexed: Click F10

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The indexed documents will be uploaded to Webtop in pdf format

Or use Alt-F4

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