Information Systems:Document Management System - Gauss

Software

Technical Support Phone Number For OpenText: 1-800-540-7292

Components of the Gauss solution include:

• VIP DocManager - Document Management System; document server; image repository
• VIP DocView - Document viewer client
• Kofax Capture - Scanning software

Kofax Capture

Kofax Capture is scanning software. It is compatible with many DMS through export connectors - modules that interface with the document repository server to upload the images and metadata to. Our export connector is VIP ImageCapture, for uploading documents to VIP DocManager.

Kofax Capture can operate in two modes - standalone and network. Our installation is a network install; therefore we have a Kofax Capture server, and the two scanning stations are clients. This means that Batch Classes, and the folder to which images are scanned before being uploaded, are defined on SCANSERVER, where the Kofax installation is configured to be the server.

Client installation

To install Kofax on a client machine, browse the CaptureSV/WrkInst share on SCANSERVER. This customized installation will point the client to the server.

VIP DocView

DocView is the client used to connect via network to the document repository on the IBM i, allowing users to search, view, print and export documents. Currently, version 9.1.1 is installed on all computers. Upon a fresh installation of Windows 7 Enterprise using PXE, version 8 will be installed since that image was made prior to the upgrade. The executable (.msi) installers for the latest version can be found at \\smithers.unipharm.local\c$\Installation Files\VIP DocManager 9.1.1\. Copy both files to the machine on which it is to be installed, run the installers as Administrator, and restart when prompted.

Hardware

The model of the scanners we use is the Fujitsu fi-6670c.

Support

They are covered by 1 year of 24-hour, on-site support from Fujitsu Canada, expiring in June, 2016.

The number to call is 1-855-305-1515.
Serial Numbers:
- Accounting - AAADA04622

Usage tips

Loading up a default scan profile

When scanning in Kofax Capture Scan, it is possible to always load a certain scanner profile depending on which batch class you process. This is useful mostly to retain duplex scanning (double-sided) as the default behavior for a batch class. To set a default profile (default for the batch class), enter the batch, make the desired changes, then save a new scanner profile, using the default suggested name (which will be the name of the batch class). The program will automatically load any scanner profile with the same name as the batch class

Modifying permissions

There are two kinds of permissions with regards to the Gauss system: Kofax (i.e. batch class permissions) and DocView (viewing documents)

• For DocView permissions, use STRSPY
• For Kofax, remote into Smithers and launch Kofax Administration -> User Profiles.

Known Issues

Print to PDF crashes DocView

When attempting to print to a PDF printer (i.e. selecting Acrobat PDF as the printer), DocView may crash. Check the Local Temp folder (C:\Users\AppData\Local\Temp) and clear any .tmp files that have the prefix "Acr" (may vary depending on PDF print driver used i.e. Acrobat, Foxit, Nitro etc.). This issue was raised by Special:Christined after this functionality ceased post-upgrade to 9.1.1. Christine occasionally exports DocView/Gauss documents as PDFs to her desktop and attaches them to a single email message to send to a vendor.

Change Batch Class After Scanning

To date, it hasn't been possible to change the batch class if you scan documents into the wrong one (it's an easy mistake to make actually), even prior to inputting information. Opentext came up with a process that will allow you to change the batch class for batches already in process. It is a somewhat manual process though. At a high level, it involves the following:

1. "Exporting" the in-progress batch using the Kofax Batch Removal Utility - This can be downloaded from the following location: https://services.kofax.com/support/products/capture/10.2/downloads.php (in the Utilities, Samples, Etc. section)
2. Using the Batch Removal Utility, create an XML file with the batch information
3. Editing the XML file from the previous step, to put in the correct Batch class and field information
4. Re-import the XML, using XML Import (using command line)

The attached document has some screenshots of the steps above. Please note that the example in the document is somewhat simplified - If there are Batch Fields defined on a particular batch class, they would require updates in the XML file. My example simply has a simple batch, with 5 pages scanned in.