Introduction

In the modern digital workplace, managing and manipulating documents efficiently is crucial for maintaining streamlined operations. SCView, with its multifaceted document management functionalities, offers a comprehensive suite of tools designed to optimize how documents are searched, viewed, modified, and managed. This guide provides an overview of the key features associated with searching documents in SCView, how to utilize thumbnails for efficient document navigation, and the various document-related operations that enhance user productivity and document control.


A. Problem Statement

Users often encounter challenges in efficiently navigating and manipulating documents within digital management systems. These challenges can include difficulty in finding specific documents, managing pages within a document, annotating, and securely handling sensitive information. Without intuitive tools and clear methodologies, managing these tasks can become time-consuming and prone to errors.


B. Solution

SCView offers a solution with its robust search functionalities and versatile document management options. By enabling detailed search criteria, providing easy navigation through thumbnails, and offering multiple document manipulation tools including annotations and redactions, SCView allows users to handle documents with precision and ease. These features are designed to streamline document workflows, enhance data security, and improve overall efficiency within the platform.


Note: When logged into SCView and looking at the Search tab, each user's view will be slightly different depending on their permissions.



Search Criteria

Located at the top left will be the primary search fields. Selecting a document type (1) will update the fields by which the user is able to search. Many searches are based off of a "starts with" criteria, which means if you are searching for Captain America, you would not be able to search for America in the name box and locate this record. Special changes need to be made to a document to widen the search criteria.




Selecting Images

After searching, the documents that match your results will show up in rows on the lower left side of the screen. Double-clicking the row you want to view will show the actual document images on the right side of the screen. You will also see thumbnails of all pages within the document. In order to view a different large-sized page image, select a new thumbnail. They will highlight in orange when selected. You can add/remove multiple thumbnails by pressing Ctrl in combination with a left-click of the mouse for each additional thumbnail you would like to add to your selection. You can add a range of thumbnails by highlighting the first thumbnail of your range, moving your mouse to the last thumbnail to be selected, then pressing Shift and left-clicking with your mouse.



 

Moving Pages Around

You can easily rearrange the pages within the packet by clicking and dragging a page thumbnail to a new position. Once rearranged, the packet will automatically maintain the new order, even after refreshing the page


Rotating Pages

You can rotate a single page or use Shift and click on multiple pages and rotate them in any direction you need. 


Toolbar Page Search

You can quickly navigate through a document by entering a page number in the toolbar located at the top. This action will automatically scroll to and display the specified page.


Using the Document

After locating the correct document(s), there are many functions available for use.





Right-clicking on the document will bring up all of the available functions for a document.

 

Edit - Editing will allow the indexes to be updated.


Delete - Will delete the document along with all images inside of the document. Delete is based on assigned privileges.


View - Will bring up the document thumbnails so they can be selected on the right side. This is the same thing as double-clicking the row.


Merge Documents - Allows two of the same document type to have all of their images placed into a single document. This selection will open a dialog box to choose the primary document to keep. The remaining document folders will be removed and all images will be relocated into the selected primary document. Any indexing not on the primary document will be lost.


Email - Sends all images within a document via email to the selected recipient. This will open a secondary dialog box to fill in the necessary information.


Quick Print - Creates a printable PDF of all images within a document. This can either be downloaded or opened.


Batch Print - Creates a printable PDF of all images within all documents selected. This can either be downloaded or opened. Only available with multiple documents selected.


Notifications - Used to see the notifications that were created for this document. Not useful to regular users.


Send to Workflow - Will send all pages of the document to a workflow queue.

NOTE: The options that will appear on the popup after selecting this option will be dependent on how document types are set up in the workflow.


Save Results - Allows the items in the lower left grid to be exported. This does not export the images, only the grid data.


Document History - Shows the lifespan of the document from creation to current state. Financial Packet and Requisitions are separate; so if you are looking for the approvals for a PO, you will need to look at the requisition and not the PO.


Properties - Available to admins only. Shows additional status information of documents, the document indexes, and shows the pages of the documents (even the ones that have been faux deleted). 


Using the Thumbnails

Right-clicking on a thumbnail will bring up all of the available options for the selected thumbnail(s).

Send to Workflow - Sends the page to Workflow. Similar to the document's Send to Workflow, except on a page level. 

NOTE: The options that will appear on the popup after selecting this option will be dependent on how document types are set up in the workflow.


Print/Email - Same as above, but on a page-by-page basis.


Cut/Copy/Paste - Pages can be moved within the document or can be moved to another document. This is for use within the Search tab only (will not paste to your local desktop).


Delete - You are able to select one or multiple pages in the thumbnail column to delete at once. 


Select All - Selects all thumbnails.


Clear Selection - Deselects all thumbnails.


Page Group History - Shows the individual history of the selected page(s) rather than all pages within the document.


Using the Toolbar

Across the toolbar:


Create New Doc - Creates a new folder for the images you will be adding. This is something that should only be used when necessary; Do not create a new document if you are using SCScan to add images. You can also create a new document by dragging the image over the lower left corner grid area and then choosing the document type of which you wish to create a new record.


Append Pages - This is the go-to option. Once a document is selected in the lower left corner, you can choose this option to add additional pages to the document. You can also drag/drop an image into the lower left corner with a document selected to append. A dialog will pop up; Simply choose the Append option at the top.


Scan (webscan) - Only available to select clients. You will have to be enabled by Support based on your contract.



Redaction - The black box annotation will create a redaction. Left-click on the redaction, move your mouse onto the large image where you would like the redaction, then left-click and drag to create the box. You can resize it or drag the annotation around if you were not in the correct location.


Highlight - The yellow box annotation will highlight an area. Left-click on the highlight, move your mouse onto the large image where you would like the highlight, then left-click and drag to create the box. You can resize it or drag the annotation around if you were not in the correct location. 


Textbox - The textbox annotation will create a text box of any size. Left-click on the textbox, move your mouse onto the large image where you would like the textbox, then left-click and drag to create the box. You can resize it or drag the annotation around if you were not in the correct location. When you are done typing, make sure to click outside the box so that the changes are saved. If you would like to change font properties, right-click the annotation and choose Properties. This will give access to font size, color, etc. There is also a drop-down arrow next to the text box that allows us to add predefined annotations to the document including Void, Approved, Denied, etc.


Pen - The pen annotation allows you to leave a note with your own handwriting. Left-click the pen icon, then hold left-click on the large image to create your handwritten note.


Stamp - Used for signatures only. Generally reserved for Treasurer's use. Places a pre-set image on the document.


Flame - Burns the stamp into the image permanently. All other annotations can be removed except the stamp if it is burned into the image.


Delete - This will delete the selected page(s).


Add a Signature Request- This will take you to the eSign request page, allowing you to select who to send to, and to place the signature field onto the document.


C. Best Practices

  1. Advanced Search Options: Users can search for documents based on specific types, and the system updates available fields to refine the search criteria. This targeted search capability ensures that users can quickly find the documents they need.
  2. Thumbnail Navigation: Thumbnails of document pages are displayed for easy visual access, allowing users to quickly switch between different pages and select multiple thumbnails when necessary, using Ctrl+Click or Shift+Click for range selection.
  3. Document Manipulation: Multiple functionalities such as editing, deleting, merging, emailing, and printing documents are available directly from the Search interface. This allows for efficient document handling directly from the search results.
  4. Annotations and Redactions: Tools for annotating documents include text boxes, highlights, pens, and stamps. Redactions ensure sensitive information can be securely obscured, maintaining confidentiality.
  5. Workflow Integration: Documents and individual pages can be seamlessly sent to workflow queues, facilitating smooth transitions in document processing stages.


D. Troubleshooting

  • Search Not Yielding Results: Ensure the correct document type is selected and the search criteria accurately reflect the information in the database. Adjust the "starts with" parameters if necessary.
  • Issues with Thumbnails: If thumbnails are not displaying correctly, refresh the page or clear the browser's cache. Ensure that JavaScript is enabled in the browser settings as it is essential for loading dynamic content.
  • Annotation Tools Not Functioning: Verify that you have the necessary permissions to use these tools. If problems persist, check if browser plugins or extensions are interfering with SCView's functionalities.
  • Document Manipulation Errors: If errors occur during document editing or merging operations, confirm the user has appropriate permissions. For persistent issues, contact SCView Support for a detailed examination.


E. Related Articles

Search: Paste Document to a New Document 

Search: Adding a Signature/Annotations to Documents

Search: How to Print and Download 


Conclusion

SCView’s search and document management tools offer a powerful suite of functionalities designed to enhance the efficiency and security of document handling in an organizational setting. By understanding and utilizing these features appropriately, users can significantly improve their document workflow, ensuring that information is both accessible and secure. As users become proficient with these tools, they contribute to the overall productivity and data management efficacy within their organizations.