Introduction

SCView offers a tailored search functionality within the Search tab, allowing users to access and manipulate documents based on their specific permissions. This feature is designed to streamline document management tasks such as printing and downloading directly from the search interface, with enhanced security options for sensitive documents.


A. Problem Statement

Users may encounter difficulties with the Search functionality in SCView, including limited search options due to permissions, restrictive search criteria, and complications in executing batch printing or individual document processing. Additionally, organizations need to ensure sensitive documents are protected when printed or downloaded, requiring encryption capabilities to maintain data security and compliance requirements.


B. Solution

To improve the functionality and user experience of the SCView search tab, the platform should offer more intuitive search criteria, enhance user permissions flexibility, and provide clearer instructions for document management processes such as printing and downloading. The addition of PDF encryption options ensures documents remain secure during distribution. Additionally, system administrators should regularly review and adjust user permissions to align with the current needs of the organization.


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


If you don't have the option to search, please contact your system administrator for permission.


Search Criteria


Located at the top left will be the primary search fields. Selecting a document type (1) will update the fields that are available to search by. 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.


From your search results select the document you want to download or print.


1. Double click on the selected document (1) to display the document.

2. Right click on the document in the Document Pane (2).

3. Select print (3) from the menu.



4. Make the appropriate selections in the Print Setup dialog:

  • Selected Page: Prints only the currently selected/displayed page
  • All Pages: Prints all pages in the document
  • Page Range: Prints specific pages based on the range entered (e.g., 1-4 or 1,3,5-9)
  • Encrypt PDF: Checkbox that enables password protection for the generated PDF
  • Password: Text field that becomes active when encryption is enabled

NOTE: The user who enters the password is required to remember the password, we are not storing this password anywhere on the site.

PDF Encryption:

When the "Encrypt PDF" checkbox is unchecked (default state):

  • The password field remains disabled and grayed out
  • The PDF will be generated as a standard, unencrypted file
  • Anyone with access to the PDF can open and view it immediately

When the "Encrypt PDF" checkbox is checked:

  • The password field becomes enabled and required
  • You must enter a password before clicking OK
  • If you attempt to proceed without entering a password, an error message will appear
  • The generated PDF will be encrypted with your specified password
  • Recipients will need the password to open and view the document


Click OK to proceed with generating the PDF, or Cancel to abort the operation.



5. You will receive a notification in the top right corner that it is preparing to print. Once ready you will receive a Print file ready dialog box with the option to select Download or Open. 


For Encrypted PDFs:

  • When you or recipients attempt to open the PDF, a password prompt will appear
  • The document cannot be accessed without the correct password


6. Download will download a .pdf to your machine and Open will open the documents in your .pdf viewer and allow you to use it to print the files.


NOTE: You can print multiple files by either holding Ctrl while selecting and clicking on each file, this allows you to select multiple files that are not adjacent to each other, or selecting the top file you want and holding Shift then click the last file this it will select everything in between.


7. Right click on the selection and select Batch Print from the menu. You will then receive the preparing to print notification the same as in step 5 above.


C. Best Practices

  • Regular Permission Audits: System administrators should perform routine checks to ensure all users have appropriate search permissions.
  • User Training: Regular training sessions should be conducted to help users utilize advanced search functions and document management features effectively.
  • Use strong passwords containing letters, numbers, and special characters
  • Document which files were encrypted for compliance tracking
  • Use unique passwords for different documents containing sensitive information
  • Consider encrypting all documents containing personal or financial information


D. Troubleshooting

  • Limited Search Functionality: If unable to search as expected, check your permissions with the system administrator to ensure access to necessary document types.
  • Issues with Printing or Downloading: If the document does not print or download correctly, ensure that pop-ups are not blocked in your browser settings and check your internet connection.
  • Batch Printing Problems: For issues related to batch printing, confirm the selection of documents is correct and retry the operation. If the system struggles with large batch sizes, try reducing the number of documents processed at once.
  • Password field not enabling: Ensure the "Encrypt PDF" checkbox is properly checked
  • Error when generating encrypted PDF: Verify a password has been entered in the password field
  • Cannot open encrypted PDF: Confirm you're entering the correct password (check for case sensitivity and typos)
  • Recipients cannot access PDF: Ensure the correct password was shared through a secure channel
  • Forgotten password: There is no way to recover a forgotten password for an encrypted PDF; you will need to regenerate the PDF from SCView


E. Related Articles

Search - Adding a Signature/Annotations to Documents 

Search: Paste Document to a New Document

Search: OCR Search Functionality  


Conclusion

The search functionality in SCView is a critical component for efficient document management. The addition of PDF encryption capabilities ensures that sensitive documents remain protected during distribution, meeting compliance and security requirements. By adhering to best practices, utilizing encryption when appropriate, and effectively troubleshooting common issues, users can enhance their productivity and make full use of the document management capabilities. Continuous improvement in system settings and user support will ensure that SCView remains a robust and secure tool for organizational document management.