Coins Information Manager Information Manager Version 4 (Edition 4.02) CIM Operating Manual 2003 Construction Industry Solutions (Shaker) Corporation 6 Airport Park …

Coins Information Manager

Version 4 (Edition 4.02)

CIM Operating Manual

2003

Construction Industry Solutions (Shaker) Corporation6 Airport Park Blvd., Latham, NY 12110

USAPhone: 518-242-7200

Fax: 518-242-7298Email: [email protected]

COINS Ti COnstruction INdustry Software

CIM Operation Manual, Version 4 (Edition 4.02)

The contents of this documentation and all other documentation provided is the property of Construction Industry Solutions Limited and is strictly confidential. All rights reserved; no part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the Construction Industry Solutions Limited.

Much care has been taken in the preparation of the documentation and Construction Industry Solutions Limited believe that the information given is accurate and reliable. However, no responsibility, financial or otherwise, can be assumed for any errors or consequences arising from the use of the material. Companies, names and data used in examples are fictitious unless otherwise noted.

The information contained in this document is subject to change.

CIM Operating Manual, Version 4.02 32003

• • • • • • Contents

Basic Functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

1.1 Storage and Retrieval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8

1.2 Information Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8

1.3 Modifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9

1.4 Revisions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9

1.5 Audit Trail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9

The System Components. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

2.1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

2.2 Progress . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

2.3 Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

2.4 Data Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

2.5 Work Stations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

2.6 Web Access to CIM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

2.7 Scanning and Data Input . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

2.8 Optical Drives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Using the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

3.1 Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

3.1.1 Keyword Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163.1.2 Document Type Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183.1.3 Template Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213.1.4 Zone Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223.1.5 COLD Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

3.1.5.1 Document Types Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223.1.5.2 Key Word Setup Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233.1.5.3 Overlay Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

3.1.6 Tree Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243.1.7 Pool Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

4 CIM Operating Manual, Version 4.022003

3.1.8 Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263.1.9 XML Style Sheet Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

3.2 Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

3.2.1 Definitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273.2.1.1 Read permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303.2.1.2 Setup permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303.2.1.3 System Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313.2.1.4 Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323.2.1.5 Write . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333.2.1.6 Keyword Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Retrieval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

4.1 By Keyword. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

4.1.1 Retrieval by Area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384.1.2 Retrieval by Document Type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384.1.3 Retrieval by Keyword . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384.1.4 Retrieval by Keyword Range. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 394.1.5 Date Ranges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

4.2 Searching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

4.2.1 Search Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

4.3 Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

4.3.1 Tagging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424.3.1.1 Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424.3.1.2 Emailing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424.3.1.3 Put in Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424.3.1.4 Export . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424.3.1.5 Copy Document(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 434.3.1.6 Move Document(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 434.3.1.7 Free Text Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

4.3.2 Folders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 434.3.2.1 Creating Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 444.3.2.2 Opening a Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 444.3.2.3 Adding a Document to a Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 444.3.2.4 Searching for a Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Adding Data to CIM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

5.1 Scanning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

5.1.1 Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 465.1.2 Scanner Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 475.1.3 Rescanning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47


5.2 Importing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

5.3 COLD Bulk Load. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

5.4 XML Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

5.5 Split Pools. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

5.6 Indexing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

5.7 Creating a a Document within CIM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

6.1 Workflow Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

6.1.1 Workflow Basics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 556.1.2 Advanced Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

6.1.2.1 The CIM Workflow Definition Language . . . . . . . . . . . . . . . . . . . . . . . . 566.1.2.2 The Workflow Stage Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 566.1.2.3 Sub-Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 566.1.2.4 Triggers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 566.1.2.5 Linking to Other Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

6.2 Designing a Workflow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

6.2.1 The Workflow Schema . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 576.2.1.1 Stage Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 586.2.1.2 Conditions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

6.2.2 Compiling a Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 616.2.3 Deploying a Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 626.2.4 Populating a Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 626.2.5 Starting a Workflow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

6.2.5.1 Starting a Workflow Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 646.2.5.2 Starting a Workflow Automatically . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 656.2.5.3 Starting a Workflow by Finding a Document . . . . . . . . . . . . . . . . . . . . . 66

6.2.6 Running Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 666.2.7 Workflow Supervision . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 686.2.8 Workflow Tree . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68



• • • • • •Chapter 1: Basic Functionality

CIM is an information management system. This means that it can control the creation of information, as well as storage and retrieval of that information. The information that can be controlled may be in many electronic formats.

There is a powerful searching function that can be used recursively to build up groups of retrieved documents, which can then be printed or e‐mailed.

The control functions include the ability to modify or revise informa‐tion, as well as to copy, group, and move individual or sets of docu‐ments.

Security of the stored information is another important aspect of CIM. This includes tight control of users and their authority to retrieve information, as well as the security of the information in terms of back‐up and secure copies. Every document is individually encrypted and compressed before being stored, and the encryption key is calculated at the time of retrieval. This provides maximum protection against unauthorized access to the data. No two encryp‐tion keys are the same. There is additional data security in the way in which the data storage is organized.

Workflow is an integral part of the system. It enables information to be processed and routed through many users.

Another important feature of the system is the ease with which it may be linked to other computer systems ‐ interchanging information with them to produce efficient and rapid information systems.

Access to CIM may be through a PC client on a network, or via a web browser.

1: Basic Functionality


1.1 Storage and Retrieval

At its simplest, CIM can be used to capture information, store informa‐tion securely, and allow retrieval of that information. This may typi‐cally include scanned images of documents and outgoing mail.

Each installation of CIM is set up to suit a clientʹs particular needs and working method. CIM is designed to be flexible. As such, the installa‐tion procedure covers not only the variations in clientsʹ computer net‐works, but also the definitions of the clientsʹ information, so that minimal changes are needed to make use of the many features of the product.

1.2 Information Control

The control of information within CIM is by:

Control of access to information

The access to information is by user identity and password after a user has been set up to have specific authorities.

Control over the creation of information

Creation of information by a Microsoft® Windows package, such as MS Word, is controlled so that certain rules are enforced. These could be letter templates for MS Word and include scanned signatures. Each document created is auto‐matically saved by CIM with the appropriate indexing infor‐mation and encryption.

Control over the editing of information

Editing of information within CIM is strictly controlled. Some documents cannot be changed, and others may be modified or revised, but the originals are always available.

Control of the processing of information

The processing of information is controlled by workflow.



1.3 Modifications

In CIM terminology, modification is defined as changing a piece of information or the reference to it, without keeping the earlier version available for general retrieval. However, the original is still stored and can be recovered, if required.

This facility is part of the setup for a particular document type where it may or may not be defined as modifiable. If not modifiable, it is possi‐ble to further protect an information type by writing it to a WORM device (Write Once Read Many) as it is input to the system.

The reference to a piece of information is usually by Key Words. These may be defined in a particular way when the system is set up, but you may eventually find that this information is more easily found by using different parameters.

1.4 Revisions

Revisions are defined within CIM as changes to a piece of information, but with retention of the earlier versions.

A typical use of revisions is when CIM is controlling the production of drawings using a CAD package. In this case, Quality Assurance proce‐dures dictate that any changes to a drawing must be fully docu‐mented, and only the latest version must be in use. However, access to earlier versions may be necessary for certain users, and this is possible for specified users by giving that specific authority.

The revision protocol is defined during the setup of that document type.

1.5 Audit Trail

It is sometimes necessary to maintain records on the creation and access of a type of information. This is achieved by the Audit Trail fea‐ture.

Any document type can use the Audit Trail. By doing so, all access to that information, from the moment it is first input to the system, is recorded with the user, date and time, and particular piece of informa‐tion. A suitably authorized user may view the Audit Trail log.




Chapter 2: The System

• • • • • •Components

2.1 Overview

CIM can be installed in three distinct ways:

1. For local area networks (LANs), when it operates in client‐server mode.

2. For wide area networks (WANs), where the programs are sepa‐rated from the database, the user PC has a very small ʹfoot‐printʹ, and the network traffic is greatly reduced.

3. For Web access, where the users gain access to CIM through their browser.

2.2 Progress

CIM is written in 4GL Progress software. This software consists of a database and the programs, which are compiled and in object code form. Your system must have a version of the Progress language to interpret this information to the computer.

Most CIM applications run on a computer network, although it is pos‐sible to run on a single, stand‐alone PC. The CIM database contains all the details for users, setup, applications, and references to the informa‐tion. It resides on the network server with a component of Progress.

The CIM programs may either reside on each workstation on the net‐work or on the network server. The second component of Progress enables the object code to operate on a particular network.

Progress can operate on several types of networks and under several operating systems. The appropriate one is supplied for a clientʹs com‐puter system. However, it is usually possible to change to another net‐work or operating system by simply changing the version of Progress.

2: The System Components


2.3 Database

The database contains all of the information relating to the system and the indexing information on the data which CIM controls. It is con‐stantly changing as data is added and access is made to existing data.

It is extremely important for you to backup the database regularly as part of the network server operating procedures. If, for any reason, the database becomes corrupted, the backup copy can be installed. How‐ever, any changes to the data, since the corruption occurred, are lost.

2.4 Data Files

The data controlled by CIM is not held in the database; it is instead held in a directory structure on a server. This may either be the net‐work server or a separate data server.

The data files are named and arranged by CIM. Each file is individu‐ally encrypted and compressed and cannot be read by direct access to that file. The order in which the files are held is controlled by CIM. It is recommended that the data files be stored in a hidden share.

The system is arranged so that the data files may be regularly backed up to an optical cartridge, but you may use other backup devices. The size of backup medium is specified in the setup, and the system prompts for the correct cartridge to be loaded during each backup.

It is also possible to specify the amount of time that each information type should be kept on the data server. After that time has elapsed, the data can be erased, provided that a backup copy has been made.

There is also provision for a security copy of data to be made on a sec‐ond set of optical cartridges.

When you need access to data that is no longer on the server, you are prompted to load the appropriate cartridge. On larger systems, this process may be automated by the use of an optical juke box.



2.5 Work Stations

CIM operates under all versions of MS Windows, including Windows 98 and later. As a guide, the specification of a PC for normal retrieval use is that it can run the version of MS Windows being used. For more intensive use, however, such as scanning and indexing, an extra 256Mb of RAM is beneficial.

2.6 Web Access to CIM

CIM may be installed with a WebSpeed version of Progress on the server. This enables you to access the system through the Internet browser without any extra installation on the PC. There are some restrictions on the facilities available to a web user, which cover some of the setup functions and limit the CIM control of applications such as Autocad.

2.7 Scanning and Data Input

The scanner is controlled by using an ISIS driver that is usually set up during installation of the system.

CIM uses the concept of pools for data input. The data files are added into a pool that may be on a local drive or on the server, depending upon the way in which the system is used. A commercial scanner operating either in simplex or duplex (both sides of the paper) mode adds the files into the chosen pool from where they are indexed.

When it is necessary to scan using a basic scanner, the scanned image files can be generated by the scannerʹs proprietary package and then imported into a pool.

Similarly, other types of files, such as MS Word, Autocad, etc., may be imported for subsequent indexing.

2.8 Optical Drives

There are two main considerations in the selection of a data back‐up medium. These are data security and data integrity.



The data files are created in a number of ways, depending upon the format of the data. The life of each type of data file on the server may be specified. However, for reasons of data integrity, it may be neces‐sary to write each data file as it is created to an unerasable medium, which then makes it impossible to change. Modern optical drives can write to the unerasable (WORM) and to rewritable cartridges.

The optical drive must be accessible by all workstations on the net‐work. The use of optical juke boxes is possible on larger installations, when the loading of the optical cartridges is automatic. However, juke boxes require interface software, and therefore each such installation has a degree of tailoring needed. If you have a single optical drive, you are prompted to load each cartridge as required, and CIM checks that this has been done before allowing access to that drive.


• • • • • •Chapter 3: Using the System

When you click the CIM icon on the Windows screen, the login win‐dow shown in Figure 3‐1, CIM Login Window appears. When the sys‐tem is first installed, enter X as the User Name and X as the Password, then press the Enter key. When other users are set up, those names and passwords also allow entry into CIM.

Figure 3‐1: CIM Login Window

The screen appears as shown in Figure 3‐2, CIM Icon screen below. Each icon has a tooltip that displays when the cursor is positioned over the icon.

Figure 3‐2: CIM Icon screen

3.1 Setup

Click the second icon, which directs you as shown in Figure 3‐3, Docu‐ment Icon.

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Figure 3‐3: Document Icon

3.1.1 Keyword Setup

Select Keyword Types for the initial setup. This results in the screen shown in Figure 3‐4, Keyword Types screen.

Figure 3‐4: Keyword Types screen

3: Using the System


Keyword

Enter a name for the keyword you want to set up. In the exam‐ple above, a new keyword named Company Name is being set up. Once you type in the keyword name, the tab key moves you to the next field.

Special Data

Click this field when you need to make fields created within CIM searchable in e‐mail or documents. The available fields are:

• Address

• Contact

• E‐Mail address ‐ From E‐Mail

• Subject

• Time

• Sender Name

• Doc‐User

• Doc‐Date ‐ From Windows Applications

• Doc‐Time

Although CIM records the user and the date and time when a document is created by an application running with CIM, such as MS Word, these fields are not searchable. You must make them keywords in order for them to become searchable.

Data Type

This field is used for normal keywords. The keywords avail‐able are character, number, date, and decimal.

Format

Use this field to define the way in which a keyword should be used, as follows:

• Character ‐ Specified as the number of characters, such as X(50), i.e., up to 50 characters.

• Number ‐ Specified as a mixture of 9ʹs and >ʹs. A ʹ9ʹ means that a digit must be there, and a ́ >ʹ means a digit is optional, i.e., >>>9 may be used for the number 2 or for 2764.

• Date ‐ Usually specified as dd/mm/yy.

• Decimal ‐ Specified as a number but with the decimal point positioned.

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Multiple Values

Select this field if a document can have more than one value for a keyword on it. Then enter the number of values that the key‐word may have in the Valid Values field. Leave the value as zero if the number of values is unknown.

Valid Value

This field is used when only specified values of a keyword are allowable. An example of this would be a keyword of Status, which could have allowable values such as Preliminary and Approved.

Click OK when the keyword has been defined.

Editing Keywords is done by selecting a keyword and clicking the Edit icon. A keyword format cannot be changed if data are already entered.

The document types using that keyword are displayed in the lower left box.

3.1.2 Document Type Setup

By selecting Document Types on the main tool bar, the screen in Fig‐ure 3‐5, Document Type Setup screen appears.

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Figure 3‐5: Document Type Setup screen

When creating a new document type, click the New icon. After you first enter the name of the Document Type, select the Application by which it is generated from the drop‐down list.

Use the Tab key to go to the Mode field. Select one of the following modes from the dropdown list:

Fixed ‐ The document file cannot be changed once it has been created.

Modifiable ‐ The document can be changed (or replaced by another if it is a scanned image), but only the latest version is kept.

Revisable ‐ The document can be changed. This brings up a subsidiary box from which a revision numbering system is chosen. It is possible to access previous revisions of that docu‐ment type.

To further define the document type, click on any of the following fields desired:

Text Search ‐ Applies to MS Word documents. It enables you to search through documents for a text string.

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Signature Enable ‐ Allows a scanned signature to be attached to a document created within CIM.

Audit Trail ‐ Causes all access to that document type to be recorded.

Folder Enable ‐ Marks this document type as the master docu‐ment of a folder.

Email ‐ Marks this document type as able to be emailed directly.

When you click the Save icon, the tree setup screen appears. The Doc‐ument Type must be attached to one or more branches of the tree. You may do this by (1) selecting the Document Type, (2) selecting the branch of the tree, and (3) clicking Attach types with the right mouse button.

When you exit this screen, the document setup screen reappears with an additional box on the right side containing the keywords. Select the Document Type in the upper left box, then select a keyword with one click. A second click allows you to drag and drop that keyword to the Document Type selected.

It is also possible to create or edit keyword definitions on the screen by highlighting the keyword name and clicking the Edit icon.

Once the keyword(s) have been attached to the Document Type, the properties of the keywords for that Document Type can be set. These properties are:

Primary Keyword ‐ By default, this is the first keyword to be attached. It can be changed by clicking a different keyword in the upper left box. Only one keyword can be primary.

Mandatory Keyword(s) ‐ Once specified, a document of that type cannot be indexed unless a value is entered into that key‐word.

Retain Value ‐ This is used when a keyword is likely to have the same value between documents during indexing. The default is that the keyword boxes are cleared between each document.

Hide Value ‐ This is used for special keywords that are auto‐matically populated during indexing, such as email addresses.

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Duplicate Action ‐ This causes the creation of a given docu‐ment to follow a given action. If a duplicate action is selected, and a document is added to CIM with a value entered in this keyword, CIM searches the system for a matching document and carries out the set action.

• Disable check ‐ No action is taken at index time.

• Replace Original Document ‐ The original document is replaced by a new one. The original is still stored, but is only retrieved under special circumstances.

• Revise Original Document ‐ A new revision of the original document is created.

• Error Condition ‐ This option is not used.

• Skip Document ‐ This prevents the new document from being created.

Click OK to save the Document Type that you have set up.

There is a facility for editing a document type by highlighting the type and clicking the Edit icon.

When the document type has been set up, it is possible to go directly to the user permission screen and set the users and user groups access rights to that document type. This only applies to users who have setup permissions for other users.

3.1.3 Template Setup

The template setup is used to create a template for a Word or Excel document type. By selecting this, a list is displayed of those document types that have been defined as either Word or Excel. You can select one of these document types to display the keywords that have been defined for them. The template can then be set by double clicking a keyword that loads it onto the clipboard. The position in the document is then set with the cursor, and the keyword is pasted to that position. Each keyword in turn is mapped the same way. The template must then be saved. Only one template can be assigned to a document type.

3: Using the System


3.1.4 Zone Setup

This is only used when a document type that has been defined as scanned has the same format of documents. The Zone feature helps during indexing by zooming in at 5 times to a series of places on the scanned image to make it easier to index.

Selecting this brings up a list of document types that have been defined as scanned. When you select one, the Find screen displays a list of those documents from which one is selected. This is displayed in the scanned image viewer, and the first zone is defined by drawing a rectangle over the area of the document. As many zones as desired may be set, but there is no direct link to the keyword.

3.1.5 COLD Setup

A COLD document type is setup in two phases. The first phase is to set up the document type with its keywords in the normal manner, defin‐ing the application as COLD.

When the user permissions have been set, highlight the COLD docu‐ment type on the document type setup screen and click the Edit icon. This brings up the Setup button next to the application box. When you click this button, the COLD setup screen appears.

3.1.5.1 Document Types Screen

The first COLD setup screen is Document Types. The standard infor‐mation and parameters that must be set are as described below.

Line Based or Page Break. This sets the definition of the next page in the COLD document.

If it is Line Based, the number of lines on each page is speci‐fied.

If it is Page Break, a new page begins after the standard page break character has been reached.

As each keyword is highlighted on the left panel, its properties are shown on the right. A keyword may or may not be mandatory; if it is not mandatory, the lack of that keyword on a page does not prevent the COLD document from loading.

3: Using the System


Duplicate Page Marker. This means that if that the keyword(s) have the same values on the following pages, those pages are treated as con‐tinuation pages.

3.1.5.2 Key Word Setup Screen

The next screen is the Key Word Setup, as shown in Figure 3‐6, Key Word Setup screen. A sample file for the setup is found using the Binoc‐ulars icon and opening the file.

Figure 3‐6: Key Word Setup screen

The first keyword is shown in the Key Word field. Click the cursor at the start of that keyword. The next keyword is then set in the pull down box and its position is marked. All keywords are positioned on the document in this way.

3: Using the System


3.1.5.3 Overlay Screen

Select the Overlay screen and click the Search icon to find the overlay (or pro forma) image that should have been previously scanned. It can be one of the following file types: TIFF, GIF, or JPG. This image is dis‐played with the first page of the COLD data file superimposed. The ʹXʹ and ʹYʹ coordinates and the font size are adjusted so that the text lines up on the template.

3.1.6 Tree Maintenance

Tree Maintenance is selected from the main toolbar. The Tree Mainte‐nance screen is shown in Figure 3‐7, Tree Maintenance screen.

Figure 3‐7: Tree Maintenance screen

The left side of the screen displays the tree and the right side lists the document types. Branches can be added by highlighting an existing branch and clicking Add Branch with the right mouse button. Branches can be renamed or deleted by highlighting and selecting the appropriate action by using the right mouse button or the menus.

3: Using the System


Document Types are attached to branches in the tree by selecting the document types from the list, selecting the branch, and clicking Attach Document Types with the right mouse button.

Branches can be copied or cut and pasted with their sub‐branches and Document Types by using the right mouse button.

3.1.7 Pool Setup

When you select Pool Setup from the main toolbar, the screen shown in Figure 3‐8, Pool Setup screen displays. This screen is used to show the existing pools, separated into those found on the network and those that are local to that user.

Figure 3‐8: Pool Setup screen

3: Using the System


A new pool can be created by clicking on the New Page icon and giv‐ing the pool a name. The application must then be selected, and it must be determined whether the pool should be available across the network or be local. Click OK to create the pool.

Next, you must set up the users to be allowed access to that pool. This is done by selecting the pool in the left window, and then selecting the user(s) in the lower right window, which can be dragged and dropped onto the pool. There is a search function for a particular user‐id that gives you the user group.

3.1.8 Address Book

The CIM Address Book is synchronized with MS Outlook. New addresses can be entered or details can be changed by using the func‐tions on the right hand panel. A sample Address Book screen is shown in Figure 3‐9, Address Book screen.

Figure 3‐9: Address Book screen

3: Using the System


3.1.9 XML Style Sheet Setup

This feature is currently not active.

3.2 Users

When a new system is delivered, there is a user defined as Login ID X and Password X. This user has all of the permissions necessary to set up the system and other users. The user may be renamed, but its authority cannot be reduced, thus safeguarding against the system being locked due to no one having the authority to carry out setups.

3.2.1 Definitions

Each user must have a user identity and password before access to CIM is possible. This defines the userʹs authorities and the information that can be accessed.

In addition to individual authorities, there are departmental authori‐ties; however, a user within a department may have variations over the general departmental authorities.

The Define Users screen shown in Figure 3‐10, Define Users screen is called from the main menu. To define a new user group, click the Action menu, then select New and User Group. The New Group can now be renamed.

3: Using the System


Figure 3‐10: Define Users screen

To define a new user within a user group, highlight the group and click the right mouse button, or select New User with the Action menu. This brings up the screen shown in Figure 3‐10, Define Users screen. The User Description, Login ID, and Password must then be entered. The E Mail Address is not mandatory, but a Language must be selected (English is the default). If a user should be given personal authorities instead of those for the user group, the Personal Authority field should be clicked. If the userʹs signature is to be used on docu‐ments, it should be scanned in as a bitmap externally to CIM, and the signature file should be attached to the user with the Directory Search facility.

The access permissions must now be set. Highlight either User Group or User, and select Edit Permissions either with the right mouse but‐ton or from the Action menu. This brings up the screen shown in Fig‐ure 3‐11, Set Permissions screen 1. The areas available to that User Group or User can then be set by using the right mouse button.

3: Using the System


Figure 3‐11: Set Permissions screen 1

The System Permissions tab should now be selected. The System Per‐missions screen is shown in Figure 3‐12, Set Permissions screen 2.

Figure 3‐12: Set Permissions screen 2

The permissions are subdivided into logical sections.

3: Using the System


3.2.1.1 Read permissions

The read permissions are listed below.

COLD Free Text Search

This applies to document types that have been set up as COLD. It allows the user to use the free text search facility.

Find

This is the basic permission to use the searching mechanisms to find a document.

Read Folders

This allows the user to locate folders and open them to view the contents.

Read Memo

This allows the user to view any annotation (known as memo in CIM) on a document.

Update Address Book

This allows the user to change or add to the address book.

View Address Book Entries

This allows the user read only access to the address book.

3.2.1.2 Setup permissions

The setup permissions are listed below.

Access Audit

This allows a user to view the Audit Trail for any document type with this specified and that he has permission to access.

Back‐up Data

This allows the user to write a copy of the data files to an opti‐cal device that is specified for data back‐up.

COLD Setup

This allows the user to set up a COLD template for a document type that has been defined as COLD.

Copy Area

This allows the user to go to the Tree setup screen and copy branches (or areas) between branches.

3: Using the System


Create/Edit Templates

This is for setting up templates for letters or spreadsheets. It allows the user to access the Template screen and create or edit templates, providing he has permission to access the document type concerned.

Define Keywords

This allows the user access to the Document/Keyword screen.

Edit Applications/Discs

This is a basic permission for the staff who manage the system. It allows the links to Windows applications, such as MS Word or MS Outlook, to be changed. It also allows the virtual optical discs to be defined.

Edit Pools

This allows the user to create or edit pools.

Edit Pool/Path

This allows the user to create or edit pools and to specify the path to the pool(s).

Edit Tree

This allows the user access to the Tree screen.

Edit Types

This allows the user access to the Document/Types screen where he can set up new document types or edit existing ones.

Edit Users

This allows access to the User screen.

Move Area

This is similar to Copy Area, but a branch may only be moved and not copied.

Set Permissions

This allows the user to edit permissions for existing users or for new users that have just been created.

3.2.1.3 System Administration

The system administration permissions are listed below.

3: Using the System


Clear Audit

This allows the user to empty the Audit Trail file for a particu‐lar document type. This is sometimes necessary when the file becomes very large.

System Administration

This allows access to the system administration functions.

System Authorities

This allows the user access to this screen, i.e., the System Authorities tab on the Permissions screen.

System Screen

This allows access to the system screen and is only for the sys‐tem administrator. It allows basic system settings to be changed.

3.2.1.4 Workflow

The workflow permissions are listed below.

Edit Workflow

This allows the user to create or edit workflow schemas.

Stage Supervisor

This allows the user to be given the role of Stage Supervisor in a workflow.

Start Workflow

This allows the user to access the Start Workflow function.

Workflow Mapping

This allows the user to select an activity, such as creating a doc‐ument or indexing a document that has been set as causing an automatic start to a workflow.

Workflow Populate

This allows a user access to the Populate screen in workflow and to allocate users to positions, and positions to roles within a workflow.

Workflow Supervisor

This allows the user to be specified as a workflow supervisor.

3: Using the System


3.2.1.5 Write

The write permissions are listed below.

Add Documents to Folder(s)

This allows a user with permission to access a folder to find and add a document to that folder.

Add E‐Mail Address to Recipients List

This allows the user to add addresses to distribution lists.

Create Folders

This allows a user to access a document where the type has been set as a folder and to create a folder from it.

Delete Address

This allows a user to delete an address from the address book when the category is Private.

Export

This allows the user to find documents and export them to a specified directory.

Import

This allows the user to import documents to a pool.

Index Data

This allows a user to index documents from a pool.

Read/Write Memo

This allows a user to read and edit annotations (memos) on a document.

When you select the Document tab from the Set permissions screen, the screen in Figure 3‐13, Set permissions ‐ Document screen appears. Each document type is listed on this screen, and those that the User Group or the User can access are set with the right mouse button.

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Figure 3‐13: Set permissions ‐ Document screen

Once each document type is set, the permissions for each document type must be set. There are two methods available for this:

1. If the permissions should be different for each document type: You must expand each document type to show the spe‐cific permissions that can be set.

2. If the permissions for each document type that the user can access should be the same: After the document types have been set, select the Permissions per Document tab, which gives you a list of available permissions. These permissions are listed below.

• Book OutThis allows a user to take the document outside of CIM for modifying or revising. It also prevents other users from booking it out.

• Modify DocumentThis allows the document to be changed if it has been spec‐ified as Modifiable.

• PrintThis allows the document to be printed.

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• ReadThis allows a user to view the document.

• Make RevisionThis allows the document to be revised if the document type has been so specified.

• Create/IndexThis allows the user to create a document within CIM or to index a document of that type.

• Modify KeywordsThis allows the user to access the document and change or add keywords.

• View Previous RevisionsThis allows the user to view earlier versions of a document where the type has been set as Revisable.

The Pools tab allows the user group or user to be allocated permis‐sions to index from the pools.

3.2.1.6 Keyword Values

A user may be set up to have permission for access only to documents that have a certain keyword value.

To set this permission, click the Filter tab on the Permissions screen. The screen that appears is shown in Figure 3‐14, Set Permissions ‐ Filter screen.

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Figure 3‐14: Set Permissions ‐ Filter screen

Highlight the keyword and select either Unattached Values or Attached Values.

If you select Unattached Values, the keyword values for all allowed document types are set.

If you select Attached Values, the specific values of the key‐word for specific document types may be set.

With the right mouse button, select New Value. The keyword value may be entered or may be found from the list of available values by entering ʹ*ʹ and clicking ʹ?ʹ. You may enter as many values as needed.

CIM Operating Manual, COINS Ti Version 4.02 372003

• • • • • •Chapter 4: Retrieval

4.1 By Keyword

The Filing Cabinet button on the main screen causes the Find screen to be displayed, as shown in Figure 4‐15, Find screen.

Figure 4‐15: Find screen

The three windows on this screen, which are interactive with each other, are:

Upper left window ‐ Displays the Areas that have been defined and are available to the user.

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38 CIM Operating Manual, COINS Ti Version 4.022003

Lower left window ‐ Displays the Document Types that have been defined and are available to the user.

Right window ‐ Displays the list of keywords.

NoteA user excluded from access to certain areas and/or certain docu‐ment types does not see these displayed.

4.1.1 Retrieval by Area

You can expand the tree of areas as needed, and you can double click the desired area when it is found. Its color then changes to blue, and it is underlined. This also changes the list of document types to show only those types that exist in that area. You may select as many areas as needed.

The keyword list changes to cover only those document types in the lower left window.

4.1.2 Retrieval by Document Type

In this mode, you may select a document type by clicking in the lower left window. Multiple selections can be made by pressing the Control (Ctrl) key while clicking.

This causes the upper left window to display the areas where the type(s) exist, and the keyword list only contains the keywords for those types.

4.1.3 Retrieval by Keyword

Values are inserted into the keywords required. If the exact value of a keyword is not known, the keyword Help facility can be used. Enter a wild card into the keyword after the first known characters, and click the Keyword icon. This generates a list of fits for keywords in the sys‐tem that match the wild card word.

4: Retrieval


Alternatively, you can enter a wild carded keyword value and select a Keyword Information/Process Keyword wild card from the menu. This places a list of all finds into the keyword box.

4.1.4 Retrieval by Keyword Range

Sometimes you may need to look for documents with one or more key‐words in a range. To do this, enter the lowest value into the left col‐umn of the keyword and the higher value into the right column. Any wild cards are ignored as the search simply uses the alphabetical or numeric order to find values of keywords within the range of the two values specified.

4.1.5 Date Ranges

You can search a range of dates by using a code. This code requires the symbol ʹ$ʹ followed by ʹ+ʹ or ʹ‐ʹ and a numeral, then ʹdʹ, ʹmʹ, or ʹyʹ to rep‐resent days, months, and years.

For example, $‐1m would cover all dates within the last month.

4: Retrieval


4.2 Searching

You can perform a search by entering any of the search data, e.g., area(s) and/or type(s) and/or keywords. Click the left icon or Action/Search on the menu. A reset is available either as an icon or from the menu.

4.2.1 Search Templates

A Search Template is useful when you are performing a repetitive search, but with some data that varies. It is set up by entering the search criteria on the screen and then clicking Search Templates/Cre‐ate Template on the menu. You must create a template name, and the template may be either private or public.

To retrieve and use a search template, click Search Templates/Load Template.

4.3 Results

The results of a search are displayed on the Found screen, as shown in Figure 4‐16, Found screen. You can view any document listed by double clicking it.

4: Retrieval


Figure 4‐16: Found screen

The four columns to the left of the document list are used to indicate document attributes, as follows:

M indicates that the document has an annotation (memo).

F indicates that the document is in a folder.

T indicates that the document is tagged.

W indicates that the document is being processed by a work‐flow.

The left panel displays the search History, Documents created, and Selected Folders.

The results of a search are held for that session under History by date and time. The search results may be held permanently by highlighting the search name and selecting Hold Results.

4: Retrieval


4.3.1 Tagging

You can tag documents listed on the Found screen either with the right mouse button or by using the Tagging menu. Tagging a document is used for the following reasons:

Printing

Emailing

Put in Folder

Export

Copy Document

Move Document

Free Text Search

4.3.1.1 Printing

Print the tagged documents by using Action/Print Tagged Documents on the menu.

4.3.1.2 Emailing

You may email the tagged documents by clicking the Action/E‐Mail menu item. This brings up MS Outlook with the documents to be attached already zipped. Compose the email and set the recipient(s) within Outlook.

4.3.1.3 Put in Folder

The tagged documents may be placed in a preselected folder by select‐ing Put in Folder with the right mouse button or using Folders/Add selected Documents to Folder on the menu.

4.3.1.4 Export

You may export the tagged documents to a directory by selecting Action/Export. After the directory is selected, the documents are exported with their keywords and HTML page. The following three files are produced for each document:

Decrypted document file

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Excel file with document details and keywords

HTML file for viewing document details in a browser

4.3.1.5 Copy Document(s)

You may copy the tagged documents to another area by selecting Action/Copy Documents from the menu. The tree is displayed, and you may then select the branch or area.

4.3.1.6 Move Document(s)

You may move the tagged documents to another area by selecting Action/Move Documents from the menu. The tree is displayed, and you may then select the branch or area.

4.3.1.7 Free Text Search

When a document type is defined as having the Free Text Search fea‐ture, place all of the words in that document in the CIM database. You can then perform a search across documents to find those containing a character string.

After performing a normal document search, tag the documents that contain the character string. Click the magnifying glass icon and enter the character string. Click the icon at the right of the string to perform the search. The results list contains those documents that contain the character string.

4.3.2 Folders

A folder is a grouping of documents that may be temporary or perma‐nent. A folder must have a master document to which the others are attached. In order for a document to become a master, it must be defined as Folder in the Document Type set up.

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4.3.2.1 Creating Folders

After performing a normal search, select the desired folder master doc‐ument either by highlighting or tagging. You may make multiple selections. With the right mouse button, select Folders/Add Selected (or Tagged) Folders to list, which causes the folders to be shown in the left panel of the screen.

4.3.2.2 Opening a Folder

All selected folders are listed in the left panel of the Results screen. You can select any folder and click the right mouse button to view the contents, i.e., the documents attached to that folder.

4.3.2.3 Adding a Document to a Folder

On the Results screen, you may select documents to be added to a folder either by highlighting or tagging. Select the folder in the left panel, then select Add Selected Documents to Folder with the right mouse button.

4.3.2.4 Searching for a Folder

To find a folder master document, use the normal document search methods. The folder can then be opened.


• • • • • •Chapter 5: Adding Data to CIM

Data may be added to the system either by importing it, scanning it, or creating it within CIM.

5.1 Scanning

As part of the system setup, the scanners are installed with their driv‐ers. Scanning is a process by which paper documents are processed through a scanner to create image files in a pool.

The guidelines for scanning normal monochrome documents are that the files should be TIFF group 4 (see Figure 5‐17, Device Storage screen) and scanned at 200 DPI.

Other file types can be selected from the Scanner Options Menu, which is obtained by clicking the right mouse on the Scanner page. It is beyond the scope of this manual to advise on file types for other types of documents.

Figure 5‐17: Device Storage screen

Changes to the scanner settings for contrast, resolution, paper size, etc., can be set with the Scanner Control Menu (see Figure 5‐18, Scan‐ner Control Menu). The settings chosen are stored in the scanner ini file, which can be selected from the pull down list for the scanner Control Name file shown in Figure 5‐19, Scanner Options Menu.

5: Adding Data to CIM


Figure 5‐18: Scanner Control Menu

Scanning is initiated by selecting the Data Import icon on the main menu and then clicking Scanner Import. This brings up a screen from which a pool is selected. After clicking a pool and OK, the Scanner Options Menu in Figure 5‐19, Scanner Options Menu displays.

Figure 5‐19: Scanner Options Menu

5.1.1 Batches

The default scanning method is to scan a set of documents as a batch, which makes searching for a document easier. For instance, if a docu‐ment in a batch requires rescanning, you can use the sheet number in that batch to locate the document.



The Scanner Options Menu (see Figure 5‐19, Scanner Options Menu) gives you an automatic batch number created by using the pool name and the date and time. It can be overwritten with any batch name desired. If batches are not required, check the selection box to the left of the Batch Name.

5.1.2 Scanner Control

Changes to the scanner settings are made with the Scanner Control Menu (see Figure 5‐18, Scanner Control Menu). Enter information on this screen to determine the file type, orientation, resolution, single‐sided/duplex format (single or double sided), and other more detailed settings, depending on the scanner. Scanning begins after you click the button for either single sheet scanning or bulk scanning. The Orienta‐tion button can be used to rotate all documents in the pile by 90 degrees for each click.

5.1.3 Rescanning

When a document in a pool needs rescanning, it is marked as the sheet number in the batch or, if the batch feature is turned off, as the sheet number in the last scan. This causes either a message to appear in the In‐Box of the user operating the scanner or as a direct screen message to the user who is both scanning and indexing. The page is then res‐canned and sent back to the pool.

If the document requiring a rescan is part of a multi‐page document, the whole document should be rescanned. It is then reindexed, which results in the replacement of any previous indexing.



5.2 Importing

Data files can be imported to CIM from a directory. An imported file must have a pool defined that matches the application in which the file was created.

Figure 5‐20: Import to Pool screen

The Import to Pool screen shown in Figure 5‐20, Import to Pool screen is accessed from the main screen by clicking the Import icon and then selecting Import to Pool. Select an application from the Select Appli‐cation pull down list, then select a pool in the Pool Selected field. Next, fill in the Directory field by searching for the directory from which the files are to be imported, and highlighting the first file in that directory. Click OK to copy all of the files in that directory into the pool. You then have an option to delete the files from the original directory.

5.3 COLD Bulk Load

Use this screen to set up a bulk load. First, select a data source by key‐ing a file name into the Select Source field, or by browsing. This source data should be in .dat format. Next, select the Area and Docu‐ment Type. The bulk load is then run.



Figure 21. Cold Bulk Load screen

5.4 XML Import

This feature is currently not active.

5.5 Split Pools

The Split Pool feature is used to separate documents into other pools when a general batch of those documents was previously scanned into a single pool.

You can access this function from the main toolbar by selecting Import/Split Pool. Select the pool you wish to split from the screen that appears, as shown in Figure 5‐21, Split Pool screen.



Figure 5‐21: Split Pool screen

Click the Pool icon and select the pool into which some of the docu‐ments are to be transferred. Double click the desired files to be selected, then move them across with the arrow keys. By clicking on View Page, each file can be viewed as it is selected. Multiple selections can be made, and a range can be selected by double clicking the first and last files.

5.6 Indexing

The process of indexing consists of displaying each document in a pool in sequence so that the area, document type, and keywords can be entered. After each document has been indexed, its data file is encrypted, compressed, and written to the data area on the server.

Optionally, the document type and area may be pre‐selected, thus sav‐ing time during indexing. Pre‐selection is done by single clicking the document type you wish to index and double clicking the area to which you wish to index. Indexing is initiated when you click the Indexing button on the Search screen. This brings up a list of pools with the number of pages or documents in each. Double click the pool you wish to select, and the first page is then displayed with a small window superimposed, as shown in Figure 5‐22, Index screen 1.



Figure 5‐22: Index screen 1

This allows the page to be read. Click the Tree icon to display the tree with all document types corresponding to that application. This is not required if the document type and area have been pre‐selected.

Select the document type in the desired area and click OK (see Figure 5‐23, Select an Area screen).



Figure 5‐23: Select an Area screen

The Index screen refreshes with the Document Type and Areas Selected fields filled in and the keywords displayed (see Figure 5‐24, Index screen 2). If the document type and area were pre‐selected, you are presented with this screen when you first enter indexing.



Figure 5‐24: Index screen 2

Enter any keywords and click OK. The page is now indexed. Note that this screen is ʹhot keyedʹ so that the mouse is not required. You can move between keywords by using the Tab key. Other hot keys that can be used are:

CTRL-Z Brings back previous values

CTRL-C Removes a value

CTRL-? Invokes keyword help where wild carding may be used. For example, if you enter C* in the field Name and then click CTRL-?, all existing keywords with a Name value beginning with C should display.

CTRL-Y Adds a page to current indexed document

CTRL-END Adds a page to current indexed document

CTRL-INSERT Adds a page to current indexed document

CTRL-HOME OK. i.e., it creates that document

CTRL-T Brings up the Tree screen to change the area/type

CTRL-R Resets the keyword values, i.e., clears the entered data

CTRL-U Inserts previous values into the keywords

CTRL-1 Rotates the image by 0 degrees




A second or subsequent page can be added by clicking the Add Page icon. If you right click the Add Page icon, all remaining documents in the pool or a given number of them can be attached to that page.

The Date keyword has extra functionality, as follows:

If you press Enter, todayʹs date is inserted.

If you click ?, a calendar displays, from which you can select a date.

At any stage, a page can be annotated by clicking the Memo button.

5.7 Creating a a Document within CIM

You can create a document by going to the Search screen and clicking the New Document icon. This brings up a screen that displays a tree including all document types defined as MS Word or MS Excel. The document type against the area is double clicked, which brings up the applicable application (i.e., Word or Excel) and a superimposed win‐dow with the keywords. A template is displayed if one was previously defined for that document.



CTRL-Cursor- Left Goes back one page in the pool

CTRL-Cursor-Right Goes forward one page in the pool

CTRL-Cursor-Up Goes to first page in the pool

CTRL-Cursor-Down Goes to last page in the pool

F2 Creates a new document

F3 Adds a page to the existing document


• • • • • •Chapter 6: Workflow

This section of the manual deals with setting up and running work‐flows. It does not cover the workflow scripting language or writing for trigger programs. For these processes, refer to the CIM Workflow Design Manual.

6.1 Workflow Concepts

6.1.1 Workflow Basics

A workflow consists of a series of stages. A stage is defined as an action within a workflow requiring manual intervention.

Each stage is presented to the user in the In‐Box as work that needs to be done. The In‐Boxes may be either for one user or for groups of users.

The workflow is designed so that the stages are defined by title, the action required, and the time allowed. The links between the stages may be linear, conditional, or loop.

The workflow must be compiled, which causes the logic and the syn‐tax of any inserted code to be checked and converted to a form that CIM can use. It must then be deployed, i.e., the workflow is moved from the design phase to the active phase. Once a workflow has been deployed, it cannot be changed. A workflow can be un‐deployed if it is not processing any work.

Once a workflow has been designed (known as the schema), users must be allocated to perform the work. This is done in two phases:

1. In the first phase, job titles within the company are allocated to each stage.

2. In the second phase, users are allocated to those job titles.

6: Workflow


By using stages, the staff within a company may change, either tempo‐rarily or permanently, without affecting the workflow. Each stage may also have a supervisor, who is allowed access to the supervision screen. The supervision screen is used by a supervisor to examine both the performance of users in that stage and each In‐Box. There is also a workflow supervisor who has access to all In‐Boxes and workflow per‐formance data.

6.1.2 Advanced Features

6.1.2.1 The CIM Workflow Definition Language

Although the normal method of designing a workflow is graphical, it is converted to a file of workflow code in the form of the special CIM definition language (WDL). This language is described in the CIM Workflow Design Manual.

6.1.2.2 The Workflow Stage Form

The Workflow Stage Form screen appears when a stage is selected from an In‐Box. There are four standard forms provided with the sys‐tem, but other forms can be designed using the tools provided. Nor‐mally, the default form is used.

6.1.2.3 Sub-Workflows

When a set procedure is part of more than one workflow, it can be made into a sub‐workflow. This sub‐workflow can be used as a com‐ponent in other workflows to help simplify the workflow design.

Sub‐workflows can also be used in a single workflow design where the schema is complex, so that it becomes simpler to read.

6.1.2.4 Triggers

Triggers are programs that are associated with a stage. They are writ‐ten in Progress, which may access data in a database or externally from an application.

6: Workflow


There are three types of triggers:

6.1.2.5 Linking to Other Applications

CIM was designed for workflow links with other applications. The links are usually made with the trigger programs, but they can also be constructed by using inserted code with the Workflow Definition Lan‐guage.

6.2 Designing a Workflow

6.2.1 The Workflow Schema

On the main screen, click the Workflow icon. From the sub‐menu, select Workflow Tree. Highlight the branch Workflow, then use the right mouse button to click Create Category. This function allows workflows to be grouped for easier retrieval.

From the Workflow icon, click Define Workflow. On the workflow screen, click Workflow, then New. The name of the workflow is inserted into the box. This is followed by the dates during which the workflow is to be active. These are non‐mandatory fields. Click the Sub‐Workflow box only if the workflow should be a sub‐workflow, i.e., if it is to become a component in other workflows. Click the Web‐Enable box if any of the stages should be made available through Web‐CIM. Finally, position the workflow in the chosen workflow category. Click the OK icon.

On the toolbar, select the Stage tool, then click a place on the screen, which causes the stage definition box to display (see Figure 6‐25, Stage Definition screen).

Pre Trigger This causes an action when the task is selected in the In-Box.

Action Trigger This causes an action when the Execute button is clicked on the workflow stage form.

Post Trigger This causes an action when the Done button is clicked in the workflow stage form.

6: Workflow


6.2.1.1 Stage Definition

You may define the stage using the screen shown in Figure 6‐25, Stage Definition screen.

Figure 6‐25: Stage Definition screen

The top pull‐down box is used for selecting the form. A form is used to design the screen that appears to the user who carries out that stage. The default form is General Form. Any special forms that have been designed are also listed here. For more information on Form Design, refer to the CIM Workflow Design Manual.

Give the stage a Form Description name, then enter an Action. Actions are selected from the pull‐down list and can be any of the fol‐lowing:

COPY DOC Copies a document to another area

TRIGGER For an action trigger

CREATE Creates a document

INDEX Indexes from a pool

SCAN Operates the scanner

SPLIT POOL Splits documents from one pool into others

REVISE Revises a document defined as revisable

6: Workflow


Enter the Duration of the stage, e.g., 1.00, then set the properties for that duration. Duration properties that can be used are:

If the selected Action is Trigger, the name of the trigger program is inserted against Action Trigger. A Browse function allows the pro‐gram to be located.

NoteYou can insert pre and post triggers in the same way.

When you have completed this screen, click the Save icon.

MODIFY Modifies a document defined as modifiable

SIGN Attaches a signature to a document

VIEW Views a document

VIEW ALL Stage cannot be completed until all named in the stage have viewed the document

FIND DOCUMENTS Brings up the Find screen

MOVE AREA Moves an area within the tree

ROUTE TO Sends to a named user

SEND E-MAIL Brings up the E-Mail screen

IMPORT Brings up the Import screen

Hold Duplicates button on general form and holds that task for that user

Release Duplicates button on general form and releases that task back to In-Box

Stage Done Duplicates button on general form and indicates that the stage is complete

History Duplicates button on general form and shows the history of that piece of information in workflow

Relative Duration time begins at end of previous stage

Critical Time for the stage starts from beginning of workflow plus times allowed for each of the previous stages, i.e., any lateness on previous stages is subtracted from set time for this stage

Absolute Allows a date to be set for the stage

6: Workflow


The Form icon gives you access to advanced stage design, which is covered in the CIM Workflow Design Manual.

6.2.1.2 Conditions

There are two types of conditions: (1) requires an action by a user, and (2) automatic.

When you click the Condition icon on the toolbar and then click the screen, the Condition Design screen displays (see Figure 6‐26, Condi‐tion Design screen).

Figure 6‐26: Condition Design screen

Enter the name of the condition in the Condition field. Then enter the Duration and the duration properties, just as you entered them in the 6.2.1.1 Stage Definition section. There is provision again for pre and post triggers, also as described in the Stage Definition section. In the Condition field, there are two answers: Yes or No. These are set by a variable that must be defined. The default variable is Int‐$.

6: Workflow


The buttons are set up in the lower box. On the left side, enter the name of an answer to the stage question; on the right side, enter a cor‐responding value for the integer, e.g., No = 2. As each possible answer is defined, the tick is clicked. When all of the answers have been set, click the Save icon.

6.2.2 Compiling a Workflow

Once the workflow is designed, you should run a syntax check on the underlying Workflow Definition Language code. Select Compile from the menu, then click Syntax check.

If the syntax has errors, consult the System Manager.

The next stage in compilation is done through Workflow/Deploy Workflow on the main toolbar (see Figure 6‐27, Workflow Control screen).

Figure 6‐27: Workflow Control screen

6: Workflow


Highlight the workflow in the left box, then use the right mouse but‐ton to click Compile. Any compilation errors are displayed in the right box by clicking Compile Information. These errors should be given to the System Manager.

6.2.3 Deploying a Workflow

Once the workflow is compiled, it must be deployed. Deployment means that a flag is set to indicate that the workflow is in use and can‐not be edited.

Use the right mouse button to click the workflow, then click Deploy workflow. The workflow may now be used.

6.2.4 Populating a Workflow

Populating a workflow is a process by which CIM users are allocated to stages in the workflow. The Workflow Populate screen is accessed from the main toolbar of the Workflow/Populate workflow. A sample screen is shown in Figure 6‐28, Workflow Populate screen.

6: Workflow


Figure 6‐28: Workflow Populate screen

The screen is divided into three panels:

1. Left panel ‐ Shows the User Groups and Users in each group.

2. Middle panel ‐ Represents the organizational chart of the com‐pany (or those parts of it concerned with the workflow). It is a two‐level representation that is built by using the right mouse button to add departments and positions within those depart‐ments.

3. Right panel ‐ Shows the workflow with all of the stages.

The process of populating a workflow consists of mapping the posi‐tions in the organization chart to the stages in the workflow, as well as mapping the users to the positions in the organizational chart.

This two‐stage process is done so that the temporary substitution of users ‐ for covering absences or to increase staff on a stage due to over‐loads ‐ may be made without affecting the workflow.

6: Workflow


Each workflow stage has a supervisor position (non‐mandatory) who can look at the In‐Boxes of the workers on that stage and check their performance. There is also a workflow supervisor (non‐mandatory) who can look at the overall performance of the workflow, as well as the stage In‐Boxes.

The mapping of the positions to the stages is done by highlighting the stage, either worker or supervisor, highlighting the position, and then dragging and dropping or attaching it by using the right mouse but‐ton.

NoteUsers are attached to the positions in a similar way.

Please note that all stages must have a worker allocated.

6.2.5 Starting a Workflow

There are three methods by which you can start a workflow: (1) man‐ual, (2) automatic, and (3) by finding a document. Each of these meth‐ods is discussed below.

6.2.5.1 Starting a Workflow Manually

To manually start a workflow, access Workflow/Start Workflow from the main toolbar (see Figure 6‐29, Start a Workflow Manually).

6: Workflow


Figure 6‐29: Start a Workflow Manually

Highlight the workflow and insert a description of that piece of work (any appropriate description). Click the OK icon. Once this is done, the first stage in that workflow is placed in the In‐Box(es) of the users who carry out the first stage.

6.2.5.2 Starting a Workflow Automatically

You can start a workflow automatically when an event within CIM can be used to start the workflow. This can be done through access to the Workflow/Workflow Tree on the main toolbar (see Figure 6‐30, Start a Workflow Automatically).

6: Workflow


Figure 6‐30: Start a Workflow Automatically

With the right mouse button on the workflow, select Create Document Mapping. The Area/Document Type screen is displayed, on which you can select the document type and area. When this is saved, the action of creating that document type starts the workflow.

6.2.5.3 Starting a Workflow by Finding a Document

A workflow may be started by finding a document.

On the Found list, select the document, tag it, and select Work‐flow/Start Workflow on the menu. Select the workflow and click OK.

6.2.6 Running Workflows

When a workflow has been started, the stages or tasks are presented in the In‐Box. This is accessed from the main toolbar.

6: Workflow


The In‐Box lists the tasks in order of urgency (i.e., the time remaining to complete the task on time), with overdue tasks shown in red. You may double click a task to select it, which brings up the workflow task screen, as shown in Figure 6‐31, Workflow Task screen.

Figure 6‐31: Workflow Task screen

Click the left icon to start the stage. When the work has been done, click the OK icon, which confirms that the stage was done.

Click the second icon to release the stage when that task will remain in the In‐Box.

Click the third icon if you wish to retain that stage for that user when it is in a group In‐Box.

Click the fourth icon to route that task to another userʹs In‐Box.

Click the fifth icon to bring up the workflow history.

Click the sixth icon to bring up the Found screen, which lists the documents in that workflow that can then be viewed.

StartStage

ReleaseStage

RetainStage

RouteStage

Workflow FoundScreen

6: Workflow


6.2.7 Workflow Supervision

You can access the Workflow Supervision screen from the Supervision icon on the main toolbar (see Figure 6‐32, Workflow Supervision screen). Either a stage supervisor or a workflow supervisor may access this screen.

Figure 6‐32: Workflow Supervision screen

The workflows and stages are listed on the left, and the work is listed on the right. For any piece of work on the right panel, the workflow history may be viewed by using the right mouse button.

6.2.8 Workflow Tree

The Workflow Tree is used to organize workflows for easy reference. It is accessed through Workflow/Workflow Tree on the main toolbar. The workflows may be arranged in directory structures using the menus or the right mouse button.