DOCUCABINET FEATURES

 Storingand Organizing
 Document Categorizing and Indexing

 Image Capture and Process

 Fast Document Retrieval

 Permanent Archive

 Document Access Control

 Document Network Sharing

 Easy Setting Up.

 Storing and Organizing
 Documents are stored in a filing structure similar to a
traditional paper filing system having the Cabinet-Drawer-
Folder hierarchy with folder divider tabs. This allows your
existing document filing practice or coding system to be
immediately re-deployed to DocuCabinet.

 Permanent Archive
 The whole set of documents repository can be cloned for
backup, or transferred to CD or DVD for permanent and off-
site archives.
 Image Capture and Process
 Image documents can be captured from scanner, Windows clipboard,
existing files, or any Windows printable files (via the bundled virtual printer
driver). Image can be corrected using built-in functions such as automatic
border trimming, image deskew or despeckle. Image will be saved in Tiff,
PDF or Jpeg format. Image files can be combined into one single multi-page
image file; multi-page image can be extracted, shifted, deleted.

 Fast Document Retrieval

 Documents can be rapidly retrieved either through the cabinet-drawer-folder
hierarchical path or using search based on document indexing information
such title, category, index keys, dates, or notes text. Searched documents
will be listed together even though they may be originally filed in different
folders. Retrieved documents can be opened in their associated program,
image files can be easily printed, faxed or emailed.
 Document Access Control
 DocuCabinet has built-in a simple and effective user access control
for restricting access to the cabinet/drawer/folder structure by
individual users or user groups.

 Document Categorizing and Indexing

 During document filing, you can add meaningful title, notes, value,
dates, and categorize it from a pre-defined document category list
with index keys. All information can later be used to quickly search
or group documents. You can even assign date to remind you of
future action. A total amount can be calculated for all documents in a
folder based on document value inputs. The document categories will
appear as folder divider tabs.
 Document Network Sharing
 Documents can be instantly made sharable to other users
connected by networking computers. This allows your
documents to be accessed concurrently by multiple users.
Network operation has locking mechanism for document or
record update.

 Easy Setting Up
 DocuCabinet is very easy to set up and get running, in a few
minutes you can start filing and organizing your documents.
For a small group of users, it can run in multi-user operation
just using peer-to-peer connected computers, it is not necessary
to use a dedicated file server.
SYSTEM REQUIREMENT
 Windows 98, ME, NT 4, 2000, XP
 Intel Pentium 300, recommended Intel Pentium III or above

 128 MB RAM or above

 20 MB hard drive space for software installation, extra

required for document data
 SVGA display, minimum screen resolution 800x600,
recommended 1024 x 768
 Optionally, a TWAIN compatible scanner for capturing paper
image
WORKING WITH DOCUCABINET

 Before you can store documents in the

document library, the library needs to have the
cabinet / drawer / folder storage structure, so
that documents are filed in an organized
manner, it's just like the filing cabinet system
you would use in the real world.
 So your first step will be to add some storage
structure in the document library.
NAVIGATION TREE VIEW

 There are four main objects in the Navigation

Tree.
1. Document Library
2. Local Inbox
3. Search List
4. Action List
 Document Library
 is a virtual filing cabinet system. It has Cabinets, Drawers,
and Folders structure which mimics the traditional paper
filing cabinet we use everyday in the real world.
 Local Inbox
 contains computer files (image or native) in separate
subfolders.
 Search List
 contains searched indexed documents.
 Action List
 contains indexed documents which require attention in
future by setting the "action date" attribute.
DOCUMENT LIBRARY
 A document library is used to store your filed documents and
indexing information, its Cabinet-Drawer-Folder structure
mimics the traditional paper filing cabinet that we use
everyday in the office or at home.
 Physically a document library is a collection of compressed
files and database arranged in an organized structure located in
a specific computer directory. Document library can reside on
the local computer or on a remote computer connected by
network and shared by multiple users. The Cabinet-Drawer-
Folder structure can be assigned with different access
permission setting for user access control.
DOCUMENT LIBRARY CONT.
 Each document library is capable of holding up
to a maximum of 100 Million (100,000,000) of
indexed documents. There is no limit to the
number of document libraries you can create for
use with DocuCabinet.
 A document library can be cloned to a target
destination. The cloned version becomes a read-
only library and can be burned into a CD or
DVD for permanent archives.
 Cabinet
 Cabinet is the first level of storage structure in a document
library, cabinet holds drawers only, documents can not be
filed into cabinet.

 Create Cabinet
 To create a new cabinet, highlight and click on the
Document Library object on the Natvigation Tree View,
then right click the mouse and select 'Add Cabinet'
 Drawers

Drawer is the second level of storage structure in

a document library, drawer holds folders only,
documents can not be filed into drawer.

Create Drawer
To create a new drawer, highlight and click on a
cabinet, then right click the mouse and select 'Add
Drawer'.
 Folders

Folder is the last level in the storage structure in a

document library, folder is the only structure in
which documents can be filed. The cabinet
drawer, and folder all form a hierarchical path to
locate a specific filed document.
Create Folder
To create a new folder, highlight and click a
drawer, then right click the mouse and select 'Add
Folder'.
MOVING FOLDER AND DRAWER
 Folders can be moved freely to underneath other
drawers (provided that you have access rights in the
target drawer). It is simply done by darg-and-drop
method. All documents inside the folder will remain
in the folder.

1. Step (1) Click on the folder you want to move to

another drawer, then press and hold the keyboard
<Shift> key, while holding down the mouse left
button, move the mouse, a small icon will appear
representing the selected folder.
 Step
(2) Drag the icon and move it over to the target
drawer, then release the mouse to drop the object.

 Usingthe Toolbar Drag Icon

When this icon is clicked, it toggles between 'Drag
on' and 'Drag off'. When it turns to 'Drag on', you
can drag items without the need to press and hold
the keyboard <Shift> key, so that you don't have to
use both hands to do the drag and drop operation.
 Local Inbox  
 The local inbox includes the following inbox folders
each with a different purpose. These folders contain
files reside on the local computer hard drive in
default directory paths.

 Printout Capture
 Received Fax

 Scanner

 Clipboard

 Work
Printout Capture
This folder is used to hold files created from the

DocuCabinet Inbox Virtual Printer driver.

Received Fax
This folder is intended to hold files created from

in-coming faxes. Some fax software allows a

destination location path to be defined for saving
their in-coming faxes.
 Scanner
This folder is used to hold image files created from
scanner device. Right-click on this folder to acquire
scanner image.
 Clipboard
 This folder is used to hold image files from pasting the

Windows Clipboard. Right-click on this folder to acquire

clipboard image.
 Work
 This is a general-purpose folder, it works as a bridge

between local files and virtual document library. Through

this, files in a specific local directory can be selected and
filed into the document library folder.
 Action List  
The Action List provides a convenient way to
display list of documents with their Action Date
matching today's date or beyond.
Right-click the mouse to select among the three
pre-defined conditions.
It is also possible to get the same result using
document searching with 'Action Date' as search
criteria, but this requires extra effort.
 Access Permission  
 DocuCabinet implements a simple and effective access
control on the cabinet-drawer-folder structure in a
document Library. Users or user groups can be granted
with different access rights on any single node in the
structure individually or through a propagate process.
 An admin type user has exclusive access to the whole
document library; therefore, It is the admin type user who
grants the access rights to other users. Note: An admin type
user is a user who belongs to the admin user group (assign
using the Admin Tool).
 Access Rights Scope on the node
 Owner
 Able to create drawer and folder structures, and has all the

rights of Writer and Reader.

(Note: only Administrator or Admin type users can create
cabinets)
 Writer
 Only applicable to folders. Able to create and edit

documents.
 Reader
 Able to retrieve and view documents.
 When a user (including the administrator) creates
new drawers or folders, it automatically becomes
owner of these structures.
 A user who has not been granted with any access
rights on a particular node will not be able to see this
node in the Navigation Tree and any structures below
it.
 The access rights setting of a node in the
cabinet/drawer/folder structure for the currently
logged-in user is readily available by looking down
the status bar.
 Procedure to assign access permission:
1. Login document library as 'admin' user
2. Click to highlight on a specific node on the Navigation Tree, then
right click mouse, select Permission to bring up the Access
Permission screen.
3. Select item individually from the available user/group on the left
side, click appropriate buttons to add access rights as
Owner/Writer/Reader to the right side. Repeat as needed.
 Propagate access permission below current level
 Instead of assigning access rights to structure nodes one by
one. There is an alternative way to allow you to quickly
propagate access rights setting in batch to all nodes below
current level.
1. Following from the above last step, click <More detail> to open
the lower bottom screen.
2. In the 'Add or Remove' dropdown box, select 'Add' to grant new
access, or 'Remove' to revoke access.
3. In the 'user or Group' dropdown box, select the desired user or
group name.
4. In the 'Access Level dropdown, select from: Owner, Writer,
Reader
5. Click <Apply Now> button, this will now apply the selected
access rights setting to all nodes under the current level.
 If you want to further refine the access permission on a
given node or below, you can apply the access
permission again, this will override any previously made
setting.
 Statistics  
 You can scan the document library to collect statistics
information.
 Click on the Document Library and right click mouse, then
select Statistics.
 After a few seconds pause. The information is displayed

 Statistics can also be checked for different level in the

Cabinet-Drawer-Folder structure.
 Document Record  
 The computer files stored in the document library
folder are referred as indexed documents, because
additional indexing information is entered when
filing these computer files.
 The filing process in fact creates a document record in the
document library repository. A document record consists of
two parts:
1. Document indexing information
2. Document file
1. Document Indexing Information
1. This is a database record containing meta-data (i.e. data
about data) on the document file.
2.You can also use it to store other information not
necessarily related to document file. For
example, you can store staff employee record in
the indexing information for index-only
documents.
2. Document File
1. This is a computer file attached to a document record.
It can be an image file, or a text file; in fact, any type of
computer generated native files.
 Index-only document
 An index-only document record contains no document
file. However, file can always be added later if needed.
 File Check-in and Check-out

 The document file in a document record can be detached

using a check-out procedure, and later use a check-in
procedure to attach the original file back to the record.
 File Protection

 The document file in a document can be protected by a

password. But this will not affect the details in the
document indexing formation. A protected file can be
temporarily unlocked (not the same as removing
password)
 Document Status
 The document status shows the current status of a
document record. It is displayed on the most left column in
the document list view.
 (Empty) Normal document  
 X Index-only document  

 C Document file has been checked out  

 P Document file has been protected by password  

 U Document file with password Unlocked

 Document Category  
 Document category is a database record storing the user
defined category list. Document category is used to
categorize a document during the document indexing
process.
 When documents are listed on a selected document
folder, document categories will appear as tabs above the
document list view. Clicking on a particular document
category tab will display the group of documents having
the same category type
 When a document title is clicked on the document view
list, its document category and its index keys and values
will also display on the indexing panel (just below the
document list view).
 Document Category Maintenance
 The document category maintenance module provides the
following functions.
 New
 Create a new document category.

 Clone
 Duplicate a document category from the selected entry.

 Delete
 Delete a document category.

 Edit
 Modify a document category, the [Copy From] allows

details from other records to be copied.

 When the module is first started, it moves to the first
record on the main list, and immediately enters edit mode.
 Each document category allows up to five index keys to be
defined. The length of document category name is limited
to 50 characters. The length of the index key is limited to
25 characters. When a new document library is first
created, it has only the 'Un-classified' document category
defined.
 Create Document in Folder  
 To create a document record in the document library folder,
first click on a folder, then right-click mouse, and select one
of the following options.
 New Doc (from Image Capture)
 New Doc (from Existing File)
 New Index-Only Document
 New Doc (from Image Capture)
 This will create a document record with an image file attached. The
procedures involved are:
 Imaging Capture Screen
 Document Indexing

 New Doc (from Existing File)

 This will create a document record with an existing file attached.
The file can be an image file or a native computer file. The
procedures involved are:
 Dialog to get exiting file
 Document Indexing

 New Index-Only Document

 This will create a document record without any file attached. The
procedures involved is:
 Document Indexing
 Each new document must go through the
Document Indexing module, which basically adds
metadata information to the indexing database about
this document record, the metadata plays a key role
for the archival and retrieval of documents.
 The image type document will open the
Imaging Capture module; its function is to acquire
image from among scanner, clipboard, or existing
image file.
 Document Indexing  
 Document indexing will be performed when a new document
record is to be created in the library folder.
 It is a process in which metadata about the document is
entered, these data is in the form of text, value, date, and
memo attribute, it also includes a document category type and
its associated index keys.
 The combination of metadata and the category list together
can build quick and powerful database in organizing your
unstructured document files
 Password Protection
 Protect File
 Individual document file in the document library folder can be protected
using password. Right-click on mouse and select "Protect / Unlock" ->
"Protect File". Once protected, the document status will display as "P".
 Unlock File
 To unlock a document file, right-click mouse and select "Protect / Unlock" -
> "Unlock File". Once unlocked, the document status will display as "U".
 When a protected file is unlocked, it can be viewed or edited. The "Unlock"

operation does not actually remove the password protection, the protection
is just temporarily released for the current logged-in session. The next time
the user logs in, the same file remains protected and needs unlock operation
in order to view or edit.
 Modify Protection Password
 To change the password of a protected file, unlock the file first, then
select option to protect the file again. Right-click on mouse and
select "Protect / Unlock" -> "Protect File".

 Remove Password Protection

 When a protected file is unlocked, it is then possible to remove the
password protection. Right-click mouse and select "Protect /
Unlock" -> "Remove Protection".
File Check-in / Check-Out  
 Check Out File
 To check out a document file from the document library

folder to a target directory, right-click mouse and select

"Check-in / Check-out" -> "Check Out File".
 Once checked-out, the document status flag will display "C".

 The check-out operation detaches the file from the document

record, so the actual file becomes inaccessible, only the

indexing information is available. The check-out path will be
recorded for reference.

 Check In File
 To check in a file, click on the document then right-click

mouse and select "Check-in / Check-out" -> "Check In File".

 PRACTICAL
 DocuCabinet