Quic k User Guide - Storetec Services Ltd · searching , viewi n g an d exportin g docum ents, u tilisin g the variou s tools available . It wi ll also provide troub leshooting for

Copyright © 2014 Storetec Services Ltd

Quick User Guide

This document is intended as an easy guide to the use of Freedocs. It will cover

searching, viewing and exporting documents, utilising the various tools

available. It will also provide troubleshooting for common issues that may

occur when using Freedocs.

If you require any technical support that is not covered in this guide, or if you

have trouble locating documents, contact us via email at

[email protected] or via telephone on 0800 612 4065 or 01482 608630.

Copyright © 2014 Storetec Services Ltd

Contents

Logging In ............................................................................... 1

Using the Database ................................................................. 2

Searching for Documents ....................................................... 4

Viewing Documents .............................................................. 10

Troubleshooting ................................................................... 14

Database running slowly ............................................................. 14

Search tab not working/folder structure not present .......................... 14

No search or explore tabs/page not loading properly .......................... 15

File open or create error ............................................................. 16

Unable to view/download/print documents ..................................... 17

General Support ....................................................................... 18

Page 1 Copyright © 2014 Storetec Services Ltd

Logging In

To log in to the Freedocs system visit www.storetec.net using the Internet

Explorer web browser. Firefox, Safari, Opera and other browsers are not

supported at the moment.

Click the ‘Client Login’ tab located near the top right-hand side of the

homepage, then click ‘Sign In’ .

You will then be prompted to enter your username and password. You can

obtain these credentials from your administrator or IT department. Please be

aware that due to security, Storetec will not disclose this information via the

telephone.

When entering your login credentials, pre x your username with

‘secure.storetec.net\’ as demonstrated below. This bypasses issues caused by

machines that are operating Windows 7, therefore optimising performance.

You can tick the box to remember the credentials for future use, however

please be aware of the security risks if other people have access to your

machine.

http://www.storetec.net/


Using the Database

Once you have entered valid credentials, you will be re-directed to an

encrypted web page and your Freedocs account will be unlocked.

The screenshot below shows a sample Freedocs database.

Whilst the ‘Explore’ tab on the left is selected, you can choose the database

you wish to view on the dropdown list below the tabs. Once selected, the

folder structure for the selected database is displayed in the left side panel.

This enables you to navigate through the database. To expand the folders and

subfolders simply click on the ‘+’ before each folder title.


The contents of the selected folder are then displayed on the right with the

primary index field (document or folder name) as the title.

If you have additional index fields these can be added to the view by clicking

on the dropdown box above the contents, as seen below.

From this view, you are also able to download the documents by clicking the

download icon next to the date of each document.

You can also switch between list view and thumbnail view using the icons to

the right of the contents.


Searching for Documents

To search for documents using specific criteria, click on

the ‘Search’ tab located on the left next to the explore

tab.

This will open up the standard search options.

Initially it will only display the primary search fields,

however all fields can be displayed by checking the

‘View all fields’ box.

If you have multiple databases available, the database in

which you wish to search should be selected first. This is done by highlighting

the database name and then clicking ‘Use These Databases’. If no database is

selected, the search will be executed across all available databases by default.

Unless otherwise requested, the primary index field will have the default name

‘Document Title’.

When entering search criteria, a wildcard search can be used to broaden the

results or speed up searching.

This is done by using an asterisk (*). For example if you wish to perform a

numeric search for all documents that start with ‘111’, you will type ‘111*’ into

the search box before clicking the ‘Search’ button. By using this symbol you are

telling the software to find everything after the *.


You can also use the asterisk (*) to precede your search criteria or, if required,

two asterisks can be used to further enhance the flexibility of the search.

If you cannot locate the required documents using the standard search

options, more advanced search options can be used. These are accessed by

clicking on the binoculars icon next to the ‘Query’ tab. You will then be

presented with 4 new tabs. The first tab, ‘Document Contents’, can be used to

perform a general search across all index fields.


This also includes the option to search the electronic contents of each

document. This is done by ticking the ‘Document Contents’ box. This allows a

specific part of a document to be located using a key word from within that

document. For the below example, the search for ‘plane’ has returned 3

results.

After clicking on one of the results, you will be taken straight to the page that

contains the word that was searched for.


The word that was located will be highlighted, and from here you can locate

further occurrences of that particular word by clicking on the ‘Find Next’ icon

represented by the small binoculars symbol as seen below.

Alternatively you can perform a new search within the document by clicking on

the larger binoculars symbol. The asterisk (*) can also be used as a wildcard in

these searches.

If you wish to see the electronic contents of the document without the

scanned image, this can be done by clicking the icon next to the binoculars as

shown in the screenshot below (this doesn’t work with PDF files).


The next tab along, ‘Document Profile’, provides the standard search options

that were displayed on the initial search.

The ‘Folder Profile’ tab allows a search to be executed based on the indexing of

the folders within the database, rather than the documents themselves. The

search is performed the same way as a standard search, the only difference

being that the results returned will be folders not documents.

You can then click on the folder to display the contents.

The final tab, ‘Settings’, allows you to configure search settings such as the

Boolean Operator to use between fields, and the accuracy of the word

matching. These settings can further enhance the search capabilities, allowing

for a search to be executed based on two or more fields where not all fields

have to match the search criteria to produce a result.


If at any point during a search you wish to identify a document’s location

within the folder structure of the database, this can be done by first opening

the document and then clicking the synchronize button as demonstrated in the

screenshot below.


Viewing Documents

When using Freedocs for the first time, or if your computer has recently

updated, you will need to install the document viewer. When you try to click

on a document, you will be prompted to install an add-on (depending on your

operating system, this may appear at the top or bottom of the screen).

When you receive this prompt, click install and follow the wizard to the end.

On Windows XP machines you may need to right click on the prompt, and then

click install.

Once this is done, you will be able to view documents using the Freedocs

viewer. Please be aware that you may need administrator privileges to perform

this install successfully, and you may also need to restart your browser after

the install before it will work. If you have any problems with this contact

[email protected] and we will assist.

mailto:[email protected]


If you are not prompted to install the add-on, this can be downloaded

manually from www.storetec.net/resources/downloads.

When you click on a document in Freedocs, you will be presented with the

view below.

The numbers 1 to 10 at the top of the icons represent the different views

which are available and also allow you to navigate through the document.

http://www.storetec.net/resources/downloads


1. View the page in actual size

2. Shrink the page to view in the window

3. Expand the page to fit to width

4. View individual pages of the document as thumbnails

5. Jump to first page of the document

6. Go to previous page of the document

7. Go to next page of the document

8. Jump to last page of the document

9. Previous view of the document

10. Last view of the document

The above numbered icons (11, 12, 13, 14, and 15) at the bottom of the screen

are for viewing the pages of the document in various ways.

11. Single page view (default)

12. Continuous view (one after another)

13. Facing view (2 pages side by side)

14. Continuous facing view (2 pages side by side and continuous)


15. Full Screen view (increases the image window to full screen)

At the top of the screen, these are the image output and information buttons.

You can output your documents in many different ways.

16. Synchronise contents – shows in the left pane where the document is

located within the folder structure of the database.

17. Show index information associated with the image

18. Save a copy of the image with any annotations made

19. Launch full email client i.e. Microsoft Outlook

20. Document print - launches all of your standard print options

16 17

18 19 20


Troubleshooting

Database running slowly

If your database is running slowly, and you are operating a Windows 7

machine, you will need to log out and log back in using the

‘secure.storetec.net\’ prefix before your username as demonstrated below.

We recommend that you use this prefix every time you log in to avoid any

performance issues. You can select ‘Remember my credentials’ to store the

prefix and your login name if you are not using a public machine.

Search tab not working/folder structure not present

If you click on the search tab and nothing happens (no search options appear),

you will need to turn compatibility mode on. On some versions of internet

explorer this can be done by simply clicking the compatibility icon at the top of

the browser, as shown below.


In some versions of Internet Explorer, you may not have this icon. If this is the

case you can turn on compatibility view by clicking on Tools > Compatibility

View settings, and then adding Storetec to the list as shown below.

No search or explore tabs/page not loading properly

If the search and explore tabs are not present and/or the page isn’t loading

properly as seen below, you will need to change the zoom level to 100%.


To change the zoom level, click on the settings icon then click on zoom and

select 100%. Alternatively, if you do not have the settings icon this can also be

done from the ‘View’ menu.

After changing this setting, you may need to close and re-open your browser

for the changes to take effect.

File open or create error

If you receive the error message: File open or create error (usually when

accessing the site via a proxy server), follow these instructions to rectify the

problem:

Click on Tools > Internet Options


Select the Advanced tab, and scroll down to HTTP settings.

Tick both of the HTTP 1.1 boxes, and then click Apply.

Unable to view/download/print documents

If you are unable to view the documents on Freedocs, you may need to install

the viewer. This is explained in the ‘Viewing Documents’ section.

If you are still unable to view documents once the viewer is installed, or you

are unable to download or print documents, you will need to add Storetec to

your trusted sites. This can be done by following these instructions:

Click on Tools > Internet Options

Select the Security tab, and then click on trusted sites.


Now click the ‘Sites’ button. This will open up the list of trusted sites. In the

upper box titled ‘Add this website to the zone’, enter

‘https://secure.storetec.net’. Then click ‘Add’. The website should now appear

in the box below titled ‘Websites’. This should now solve the issues, however

you may need to close and re-open your browser for the changes to take

effect.

General Support

If you experience ANY issues with Freedocs that aren’t covered in this guide, or

if you have trouble locating documents that have been scanned, please contact

our customer support team using the details below and they will be more than

happy to help.

Support E-mail Address: [email protected]

Telephone Number: 0800 612 4065 or 01482 608630

mailto:[email protected]