Document Management

Document Management is the process where paper documents are converted to electronic images and stored in the eCandidus™ system.

The best way to describe a document management system is to compare it to a a file drawer (its simplest form) and to a library (a more complex form).

File Drawer

A file drawer is made up of files, each with one or more pages.  You can setup the eCandidus™ Document Manager to have documents, and each document have one or more pages.  This is the most common use of the system.

Library

A library is made up of many levels.  First you can have many floors, each floor have many sections, each section having many books, and each book having many pages.   You can create a multi-level naming scheme in the eCandidus™ Document Manager to mimic each level in a library.

 

Where do documents come from?

Documents come from a variety of sources:

Source
Merged DocumentsWhen you merge a document, the system gives you the option to store it as part of the document management system
Merged FormsWhen you merge a form, the system gives you the option to store it as part of the document management system
Scanned DocumentsYou can scan paper documents and make them part of the document management system
PDFYou can add PDF files to the document management system
TIFFYou can add TIFF images to the document management system
JPEGYou can add JPEG images to the document management system
BitmapYou can add Bitmap images to the document management system
Photoshop .PSDYou can add Photoshop images to the document management system
Truevision Targa files .TGA .TARGAUsed in medical applications
eCases .XMFLMed-Legal eCases Files

 

As well as these other graphics formats:

Graphics Interchange Format (.GIF)Icon (.ICO)JPEG Network (.JNG)
Commodore 64 Koala (.KOA)Amiga (.IFF)Multiple Network Graphics (.MNG)
Portable Bitmap (.PBM)Kodak PhotoCD (.PCD)Zsoft Paintbrush (.PCX)
Portable Graymap (.PGM)Portable Network Graphics (.PNG)Portable Pixelmap (.PPM)
Sun Rasterfile (.RAS)Wireless Bitmap (.WBMP)Dr. Halo (.CUT)
X11 Bitmap Format (.XBM .XPM)DirectDraw Surface (.DDS)High Dynamic Range (.HDR)
Raw Fax format CCITT G3 (.G3)Silicon Graphics SGI image format (.SGI)OpenEXR format (.EXR)
JPEG-2000 format (.J2K .J2C .JP2)

Do you work with a copy service or other document imaging service? Have them contact us to discuss the possibility to create a bridge to optimize the transfer of documents.

 

Accessing the Document Manager via the menu

Document Management is accessed by clicking on the Document Manager icon in the command bar of each form.  A Menu is displayed as follows:

Option Meaning
Add Adds a document to the document manager
Document Bar Toggles the document bar on/off.  The bar can be toggled on automatically in the Settings:Associates screen
Rename Renames a document
Search Searched the documents
Delete Deletes a document
Documents A list of the documents for the entry.  You can view the document by selecting an entry
Bookmark Searches the bookmarks

 

Accessing the Document Manager via the Document Bar

The document bar is a shortcut into the Document Manager.  It displays underneath the command bar, and can be made to display automatically by the use of the Settings:Associate screen.  Each entry in the document bar represents a document for the Work Product (case, property, etc.) item, and sometimes is referred as a document category in the rest of the documentation.

The document bar displays the documents defined in the DMDocuments setting of the Settings:System screen.  You can view the document by clicking on the tab, and you can add new pages to the document by dragging and dropping files into the tab.

A special tab can be defined in the Document Bar, which will ask for the document name when a file is dropped int it. Simply label the tab by a single question mark "?".

Note that dropping a file into a tab generates an Office Memo to all associates in charge of the case (or work product), alerting them to the fact that a document has been added. Te memo is not sent to the associate that dropped the file.

 

Accessing Global Documents

So far we have described documents that are linked to an entry in the system, but the Document manager is also capable of storing documents that are not linked to any other entry in the system.  These documents are called global documents, and are accessed via the Document Manager in the Tools menu.

 

Scanning documents into the Document Manager

You can scan documents into the Document Manager by using the Mail:To Document Manager tool.  Not only can you process daily mail, but also you can process any type of printed materials.

 

Bulk processing documents into the Document Manager

As the Mail:To Document Manager tool was designed for a single person to handle the conversion of printed material into the Document Manager, for those times where volume is too large for one person to handle, we have designed a set of tools that break the process into three steps: 

1. Scan printed material in bulk using the eCandidus™ Document Feeder.

2. Assign each job from the eCandidus™ Document Feeder to a case (property, etc) using the Mail:From Document Feeder tool.

3. Place each assigned job into a document for the case (property, etc) using the Mail:From Document Feeder tool.

Steps 2 and 3 can be combined and done by one individual, or handled by a clerk and the attorney, as needed.

 

Adding Documents from File

You can add documents that are stored as files by Selecting the Add entry in the Document Manager menu.  You can either add a single file or all the files found in a directory.

Note that you can directly add documents into any entry in the document bar, or by selecting the New... entry, you can add to a any name that you choose.

 

Naming of documents

You can use the name that you give documents to create from a single level menu a menu structure with many levels, for example:

Mail:2008:06 (Jun):Peter Brown

Will create a menu like this:

Documents can be easily moved from any level to any level by simple renaming them.

 

Making documents portable

Below you will see how to view and work with documents, and one of he commands available allows you to create an eCandidus™ Portable Document.  This is a standalone file which is a copy of documents stored in the system.  They are viewed and edited with the eCandidus™ Portable Document Viewer and later reintegrated to the master database with the Synchronize from eCandidus™ Portable Document tool.

 

Viewing and working with documents

All of the processing above leads you to having all of the paper in your office stored in the eCandidus™ Desktop.  When that is done, documents are accessible from any desktop in your office, or anywhere where you have access to eCandidus™.

To view a document you simply select it from the Document Manager menu or from the Document Bar.  The document is shown in the Document Viewer

 

Document Area

The document area is where the document is displayed.  Note that one page, the active page is displayed.  When a page is active, you can carry out operations on the page, by clicking on the buttons in the command bar:

Icon Meaning
Toggles the display from full page mode, which displays the entire page, to full width mode, which shows the page at it's maximum size. 
Saves the active page as a TIFF image.
Copies the active page as a TIFF image into the clipboard.
Copies the active page as text.   OCR option must be installed.
Annotations
Rotate image
Print the active page (plain or with annotations)
Print pages (tagged and plain or with annotations)
Create PDF file (tagged and plain or with annotations)
Create eCandidus™ Portable Document (tagged and plain or with annotations)
[1] The page number or selection text
Tag flag
# items tagged The number of tagged images
Tag all images selected
Clear tagged images

 

Keys Area

You can define special values for each page using the Keys Area.

In this example, we have given this page the value of "Importance" for the key of "Section".  This would allow us to quickly distinguish the value of page that we are viewing.

The key/value pairs are defined by you, and can be used in any combination that your office requires.

You can also repeat the same key with a different value as needed, for instance we could also categorize this page as Section/REPORT and Section/MEDICAL, which would allow us to find the page in either section.

 

Bookmarks

A bookmark is a special type of key.  It is composed of two parts, delimited by a colon; the first part is the group code, and the second part is the detail.  You define both parts.

A page can contain any number of bookmarks.

 

Searching by Bookmark

You can easily search for all bookmarked pages by selecting the Bookmark entry in the Document Manager menu:

The menu displays all of the bookmark groups defined for the case.   Selecting any entry displays the bookmark descriptions:

And selecting any description displays the document names where the group and description appear.

There are two special entries that can appear at any level:

Key Meaning
<All> Display all pages using the selection so far.
<Skip> Skip the current level and allow for selection at a lower level.

For example:

Selects all the bookmarks.

Selects the bookmarks there the group (first portion) is "Trial".

Selects all the bookmarks where the description (second portion) is "Support", and all possible groups (first portion).

Selects all bookmarks where the group is "Litigation" in the documents named "Medical".  The description does not matter.

 

Bookmarks and Workflows

Bookmarks are extremely useful when you incorporate Document Manager into your workflows. They can be used as a dynamic listing of pages that can be included in Things to Do as they flow from associate to associate.

Individual or groups of pages can be added or removed dynamically as each process step takes place, for example:

Documents come in and are scanned, and a first review group can set bookmarks on the appropriate pages in the form of Review:Step##, so pages required in step 1 would have Review:Step1 as a bookmark

Since you can have multiple bookmarks, a page could have Review:Step1 and Review:Step6, which would indicate that page should be used in thos steps.

As the process progresses, pages can be excluded from steps by removing the bookmark, and included by adding new ones as needed.

 

Bookmark Buttons

Bookmark buttons are part of the User Extensions. They are used to quickly view all the pages included in the bookmark for the case (work product).

There is a second use for bookmark buttons, which becomes apparent when you are viewing the pages in the Document Viewer. If you have any buttons defined in the case (work product), a set of extra commands are added in the command bar:

CommandIconMeaning
Add to BookmarkAdds the selected bookmark to each tagged page
Move to BookmarkAdds the selected bookmark to each tagged page, removing the starting bookmark
Delete BookmarkDeletes the selected bookmark from each tagged page

Each option lists all the bookmarks used as buttons in the case, and lets you select one as the selected bookmark to carry out the operation.

The Move option is enabled if the viewer is showing pages selected using the Searching by Bookmark option above. That bookmark is the starting bookmark for the operation.

Note that you do not need to display the button for it to be included in the list. Simply creating a field as a bookmark button includes it.

 

Buttons and Workflow

The combination of Bookmark buttons and Workflows allows you to quickly see the pages for each step by clikcing on a button, and then to make sure that those pages are moved on to the next step, simply tag the pages, or tag all, and moving then to the next step by using the move operation.

 

Selection Area

There are two ways of searching the document for key words.  The simples is simply to click on the active page and type what you are looking for:

As you type, the text is shown in red, and when you stop typing the system will search the document for the text wanted and display the selected pages in the navigation area.

You may also carry out more complex searched by clicking on the Selection tab:

You can enter the key words to search, and also the key/value pairs to limit the search by:

Note that there are system-defined keys that you can also search by:

which have the following meaning:

Key Meaning when value is Y
Has Ink Pages where annotations have been done

 

Navigation Area

You navigate through the document by using the navigation and preview options:

The system tell you which page is the active page as "At xx of yy", where xx is the active page number, and yy is the total page count.

You can click on the preview to make the page active, or you can enter the page number in the "Go To" box.  Clicking on the scroll buttons move you by one page (single arrow), one group of pages (double arrow) or to the first or last page (triple arrows).

Note that the number of pages in a group is the number of pages shown, which you can change by adjusting the with of the area.

 

Tagging Pages

You can partition the document by tagging pages.

To tag a page, click on the Tag Page button until it lights light cyan.  You un-tag a page by clicking on the same button until it return to normal.  The system tells you the number of pages tagged,

 

Making Annotations

You can make annotations to the active page by using the operations described here.

 

Plain vs. Annotations

In some operations you are asked whether to use the plain image or the image with annotations.  Selecting with annotations will include all ink on the image. 

 

eBooks

Among all the functions that you can perform with tagged pages is the ability to create eBooks. An eBook is an electronic book, which is viewable using a eBook reader, a small device that displays the pages.

eCandidus™ can generate eBook files for the Amazon Kindle (as a CBZ file) and Sony Reader (as a ePub file).

Simply tag the pages that you want, and click on the Export to device icon and select the device that you want to generate the file for:

 

Amazon Kindle

eCandidus™ generates CBZ files for the Amazon Kindle and Kindle DX. If your eBook reader supports this type of file, you might be able to use them as well. Here is a sample page using a Windows viewer:

 

Sony Reader

eCandidus™ generates ePub files for the Sony family of readers. If your eBook reader supports this type of file, you might be able to use them as well. Here is a sample page using a Windows viewer:

 

Creating books from multiple documents

An eBook can be generated from any number of pages that are being viewed. To create a book from multiple documents simple bookmark the pages that you want to include with one bookmark. Repeat the process with each document, and at the end, view the bookmark, tag all pages and create the eBook!