Lazy Docs

 

User Manual

Version 2.0

 

 

Manual prepared by Nigel Harris

 

 

 

Contents 

Using Lazy Docs   1

 

 

 

Main Screen  1

Finding Documents  2

List Screen  2

Page View   3

Annotations  4

Printing  5

E-mailing  5

Export 6

Viewing Options  7

Keeping images in view   9

Sending  notes to colleagues  10

Retrieving Notes from Colleagues  11

Updating and Correcting Records  12

Set Up Options  13

Installation  19

Starting Out 19

Choosing Database  19

Creating a New Database  19

Choosing Fields  20

Adding Fields  21

Company Name  21

Serial Number 22

Networking  22

 

 

 


Using Lazy Docs

 

 

Lazy Docs is a fast automated system for storing and retrieving documents with the minimum of effort.

 

 

 

Main Screen

 

The main screen toolbars are configurable and may have icons (large, medium or small) or text or both (medium icons plus text shown below). They can be dragged to the top, bottom or either side of the application.

 

 

 

Also the relative sizes of the Search field boxes, and the image display area can be adjusted by dragging to the desired width.


Finding Documents

 

 

In order to find the required document some word or phrase that has been associated with that document when it was indexed must be entered. Chosen fields are displayed on the left hand side of the main window. They have drop down controls. Clicking the  button will produce a list of valid entries for this field, given any selections made in the fields above. For example, if  the first field were to be called “Document Type”, and “Letters” had been chosen, then only documents indexed as “Letters” would be shown  when later fields dropdown buttons were clicked.

 

Alternatively text may be entered directly into the field boxes. If the ‘Predictive Search’ option has been selected, then the number of hits will be shown on the top – right. As soon as the selection becomes unique or the ‘Go’() button is hit, the appropriate document(s) will be displayed. If  ‘Predictive Search’ is not selected, then the ‘Go’() button must be hit to initiate a search.

 

This will cause a list of relevant documents to display in a separate window.

 

 

 

List Screen

 

 If more than one document meets the search criterion then a list of all such documents will be shown. A document can be chosen by clicking on it. Or using the up/down keys to highlight that line and then pressing <Enter>.

 

This will cause the page to be displayed in the right hand pane of the main window.

 

If only one document is available then the list window will not be shown, and the document will be displayed in the right hand pane of the main window immediately

 

 

 

 Page View

 

 

Selected documents are displayed it the right hand pane of the main window. Toolbars allowing manipulation of the image (Zoom, Rotate, Next Page etc.) are positioned above and below the image (unless they have been moved to other positions by the user).

 

 

 

 

 

 

The document will be displayed using the optimum method for clarity of viewing (i.e. black and white images will be scaled to grey, while colour images will be shown in full colour). Any existing annotations will be shown by default.

 

The image can be viewed full screen by double clicking on it. Double clicking again, or pressing <Esc>, will cause the display to revert to normal.
 Working With Images

 

Annotations 

 

 

Clicking the Annotations icon on the image toolbar will cause the Annotations Toolbar to be shown

 

 

 

 

 

 

 

 

 

 

Clicking on one of the buttons, and then drawing a rectangle on the image will cause the relevant annotation to be added to the image. Right clicking on a button will allow configuration of the corresponding annotation type.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Existing annotations can be moved, resized or deleted (if they have not been burned-in) by choosing the selection tool and clicking on the annotation, then dragging it or pressing the delete button on your keyboard as required.

 

When leaving an image, if changes have been made then the annotations will either be burned-in or not as chosen in the set-up screen or it may be set to ask

 

                               

 


Printing

 

Clicking on the ­Print icon dropdown arrow will present a choice of options.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Alternatively clicking the button itself will cause a dialog form to be displayed

 

 

 

E-mailing

Clicking the E-mail icon will allow either the whole document (Yes), or just the current page (No) to be attached to an e-mail

 

 

 

 

 

Microsoft Outlook will be launched and the image(s) selected will be attached to a new e-mail.

 

The text “Please find the attached page(s)” will be inserted at the start of the message, and focus will be transferred to the “To...”  text box.

 

 

 


 Export

 

 

Choosing Yes will cause all pages to be exported as a multi-page TIFF file

No will cause only one page to be exported to the selected folder.

 

 

 

 

 

 

 

Lazy Docs will ask where to save the export  file and what to call it (Export.TIF in the Temp folder by default)

 

 

 

 


Viewing Options

 

Clicking on the View icon’s dropdown will display viewing options

 

 

 

 

 

 

 

 

 

 The normal view is ‘Image with annotations’ this shows images with any annotations visible.

 

‘Original Image Only’ Shows the image as it was when first added to the system without any annotations.

 

‘Text’ is only available for text files or images which have been processed by Lazy OCR

 

‘Thumbnails’ show thumbnail images of the document’s pages.

 

 

 

Clicking on one of the thumbnails will display that page.


‘Full screen’ shows the displayed page in maximised mode. Double clicking on an image has the same effect.

 

 

 

 

 

Pressing ‘Esc’ or double clicking the maximised image causes the display to return to normal.

 

Clicking on the ‘View’ button will toggle between the current and previous view selection to be displayed.

 

 

Keeping images in view

 

Clicking on the ‘Retain’ icon will cause a copy of the current page to be displayed in a separate window

 

 

 

 

 

 

 

 

 

 

 

 

 

Kept images can be sized to suit, and any number of different pages may be shown at once. Depending on the resources available on the workstation on which the software is running.

In practice the maximum number of images will be determined by the space occupied on the screen. More than 20 images at one time can be difficult for the user to keep track of, while the computer may well be happy with more than 200.

 


Sending  notes to colleagues

 

If required, a note can be sent to another user, with an image attached.

Clicking on the dropdown applet, on the right hand side of the F.A.O. button

will cause a list of user names to be displayed

 

 

 

 

 

 

Selecting a user will cause a memo box to appear.

 

 

 

 

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This window can be resized or moved by dragging with the mouse in the usual way.

 

 

 

A message may be typed, or pasted into this box. Colours, fonts, size and attributes

(Normal, Bold, Italic, Underline) may be chosen from the tools at the bottom left of the box.

 

Clicking on OK will send the message, with a reference to the displayed image to the chosen recipient

 


Retrieving Notes from Colleagues

 

If the F.A.O. button has the appearance of a full inbox,

this means that someone has sent a message to you.

 

 

 

 

Clicking on the F.A.O. button will cause a dialogue box to pop up 

 

The sender(s) and time(s) sent will be listed.

 

 

 

 

 

 

 

 

 

 

 

Clicking the ‘View Note’ button will show the note referred to in the highlighted line.

 

Clicking the ‘View Page’ button will show the image referred to in the highlighted line in the right hand pane of the main window. Other pages from the same document can be navigated to, using the usual buttons.

 


Updating and Correcting Records

 

 

Clicking on the ‘Update’ button will cause a small window with a duplicate set of fields to show.

 

 

 

 

 

 

If required by the supervisor, a password will be required for this function.

 

 

 

 

 

 

The values in this window may be edited or deleted. Clicking on the ‘Update’ button causes the amendments to be permanently written to the database. An audit log is kept for all alterations showing what was altered, when, who by, and the previous value. This log is not accessible by users.


Set Up Options

 

The set up window may need a password if the supervisor has so stipulated.

 

 

 

 

 

The Options window allows the setting up of various elements of the software

 

 

 

 

The ‘Preferences’ section allows a choice of how to deal with annotations when the image is finished with. Annotations which are burned in become part of the image and cannot be removed. However Lazy Docs will first make a backup copy of the original image which may be viewed if required. If annotations are burned in to a black and white image, then they will be changed to black and white. Annotations which are not burned in will not be lost, but will be stored so as to be independent of the image to which they are attached. They will remain in colour, even on a black and white image and can be modified or deleted later if required.

 


‘Zoom to drawn rectangle’ means that if a rectangle is dragged over part of the image, then that part of the image will be displayed in a separate window and zoomed to fit that window. The window is sizeable, so the ‘clip’ can be enlarged as much as required.

 

 

 

 

The ‘clip’ window has ‘Print’, ’E-mail’ and ‘Export’ buttons which Print, E-mail or Export the clip in its magnified form. This option is not compatible with ‘Annotations active by default’.

 

‘Annotations active by default’ means that if a rectangle is drawn on the image, then all annotations within the rectangle will be selected. Also annotations can be modified or deleted, and ‘Hyperlink’ annotations will be active (only available if ‘Kodak-Eastman Imaging Professional’ is installed). If this option is not selected then to allow these options, the ‘Annotations Toolbar’ must be displayed first.

 

‘Always show memos’, if checked, will cause the memo window to pop up if more than 30 characters are added to a ‘Memo’ type field.

 


‘Position list below fields’ will force the ‘List’ window to be positioned below the fields on the left hand side of the main window.

 

 

 

There may not be room to display the list adequately in this position. The columns may be resized by dragging the joining line at the top of each column.

 

Clicking the ‘Hide’ button will close the list, and save the column settings and window position. If the option is not checked, then the ‘List’ window will be displayed with the size and position it had when ‘Hide’ was last pressed.


 

Print

 

 

 

 

 

 

‘Print’ causes the list to be printed. Lazy Docs will ask which fields to print before displaying the printer dialogue box.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The time (in seconds) that the splash screen shows (beyond that needed for loading the software) can also be specified in this section.


The ‘Search Method’ section defines the method by which Lazy Docs searches.

 

Use Predictive Search’ causes Lazy Docs to continually monitor the search expressions as they are typed, showing the number of matches or ‘hits’ on the right of the menu items on the menu bar at the top (above the buttons on the toolbar) If the number of hits becomes exactly one, then the appropriate document is automatically displayed. The ‘Go’ button or <Enter> key may be pressed at any stage before the search becomes unique to show a list of hits. If ‘Predictive Search‘ is off, then Lazy Docs will not look for matches until The ‘Go’ button or <Enter> key is hit.

 

‘Look in All Fields’ gives an extra ‘Field’ at the top of the left hand pane of the main window above the other fields, labelled ‘Any Field’.

 

 

 

The word or phase entered in this field will be searched for in all the fields listed below it. The other fields are read - only in this mode. This mode cannot be used in conjunction with ‘Predictive Search’.

 

‘Nearest Number Not Exceeding’ is a special mode for use with ‘Numeric’ fields only. The numbers must be indexed so that each page corresponds to one number, and each document contains a contiguous set of pages, and is indexed with the number of the lowest page. For example, the first document may contain pages 1 to 99 and be indexed as ‘1’, the second may have pages 100 to 199 and be indexed as ‘100’ and so on

 

In this mode, if ‘154’ were entered into a numeric field, then the document labelled ‘100’ would be loaded, and page 54 displayed. This should correspond to page 154.


‘Anywhere in Field (Recommended)’ means that Lazy Docs will search for a match anywhere in the selected field. Searches are not case sensitive so ‘And’ would match with ‘And did those feet’, ‘Candid’ and ‘Hand’. For the technically minded, this corresponds

to :- Where [Field] Like ‘*expression*’

 

‘Start of Field (Quicker for Large Databases)’ means that the expression must be found at the start of the field. So ‘And’ would match with ‘And did those feet’, but not with ‘Candid’ or ‘Hand’. For the technically minded, this corresponds

to :- Where [Field] Like ‘*expression’

 

‘Exact Match (Not Recommended)’ Means that only exact matches will be found. . So ‘And’ would not match with ‘And did those feet’, nor  with ‘Candid’ or ‘Hand’. For the technically minded, this corresponds

to :- Where [Field] = ‘expression’

 

 

The other options which may be adjusted on this form are for the Network administrator, and are dealt with under ‘Installation’.

Installation

 

 

Starting Out

 

 

 

Before you can use Lazy Docs, you must set up some things. When first run, a dialog box will ask you to choose a database.

 

Choosing Database

 

 

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Creating a New Database

 

If a name which does not yet exist is typed into the ‘File name’ box, and ‘Open’ is clicked then the software will offer to create an new database file


 

 

 

If yes is selected, the software will ask for a ‘Friendly name’ for the database. A name derived from the filename given previously will be suggested, but this can be changed to a more meaningful name if required (The friendly name is not restricted to NT legal naming conventions).

 

 

 

 

 

 

 

 

Choosing Fields 

Pressing ‘O.K.’ will take you to the fields set up stage


Adding Fields

 

At this stage only the default fields are available.

 In order to add or modify fields, click on ‘Advanced’. A table showing all user defined fields will be shown. Fields can be added or modified by editing this table.

 

 

 

Note that ‘OCR’, ‘Date Created’ and ‘Date Indexed’ are standard built-in fields and are not shown in this table.

 

After pressing ‘O.K.’ you will be asked to click on the first field that you wish to appear in the search screen, then the second and so on. It is not compulsory to list all the available fields, the number to be shown can be adjusted by changing the ‘Number of Fields to Show’ box.

 

Once you have the fields set as you require, you will need to set the ‘Storage Location’. This is where your documents will be stored. You can type in a location, or click the down arrow  to browse for it.

 

Click on ‘Save’ to commit your choices to memory.

 

Company Name

 

 The software will ask you for your ‘Company Name’

 Type in your company name and click on ‘OK’


Serial Number

 

Following this, it will ask for a Serial Number. If you do not know your Serial Number, then call Lazy Docs for one on 0845 6446700.

 

 

 

  

Networking

 

If you wish to run the software in a network environment, with multiple users, then you must provide a network location that all workstations can see. Click on the ‘Set-up’ icon (), type the location into the ‘Network’ box, and click on ‘Save’

 

Now go into ‘Set-up’ again and note that the ‘Request’ box is now filled in.

You should call Lazy Docs on 0845 6446 700 and ask for a registration code. You will be asked for your serial number and ‘Request’ code from this form.

 

 

 

It is important to fill in the ‘Register’ box correctly, or you will not be able to use the product.

  

If the ‘Register’ code is wrong then a warning dialog will be displayed when the product is launched

 

 

 

 

 

 

You will be taken to the ‘Set-up’ screen with the

incorrect registration code highlighted. It is a good idea to call Lazy Docs before you go any further, because you will need a valid registration code.

 

 

Also after about a minute, a ‘Licence Expired’ message will appear. This message will repeat at ten second intervals.

 

 

 

 

 

 

 

If three warnings are ignored then a ‘Shutting Down’ box will be displayed, and the programme will shut down in ten seconds time.

 

If this happens, it will be necessary to start the programme again.

 

 

 

 

 

 

  

 

 

 

End