Usermanualscanstation2014 by Athena Repetowski

1 Volume

TRACE APPLICATIONS INC.

ScanStation™ 2014 User Guide

ScanStation™ 2014

CORPORATE COMMUNICATIONS

ScanStation 2014 User Guide

Trace Applications Inc.  10607 - 82 Street • 2nd Floor Edmonton, AB T6A-3N2 Phone 780.429.7007 • Toll-Free 1.866.429.7007 Email info@traceapps.com Website: http://www.traceapps.com

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Table of Contents 1.0 Introduction to ScanStation™ ..................................................................... 5 2.0 System Requirements ............................................................................... 6 2.1 Operating Systems .......................................................................... 6 2.2 Hardware ......................................................................................... 6 2.3 Printer .............................................................................................. 7 2.4 Scanner ........................................................................................... 8 3.0 Getting Started ............................................................................................ 9 3.1 About the Graphical User Interface (GUI) ........................................ 9 3.2 Microsoft Windows Terms ................................................................ 9 3.3 ScanStation™ Terms ....................................................................... 9 3.4 Logging Into ScanStation™ ............................................................. 9 3.5 ScanStation™ Welcome Screen ...................................................... 9 3.6 The Menu Bar ................................................................................ 10 3.7 Keyboard Interface & Shortcut Keys .............................................. 11 3.8 Tool bar ......................................................................................... 11 3.9 The Image Window ........................................................................ 13 3.10 Grid Layout .................................................................................. 13 4.0 Configuration of ScanStation™ ................................................................. 17 4.1 Device Configuration...................................................................... 17 4.2 Printers .......................................................................................... 17 4.3 Scanners ....................................................................................... 17 4.4 User Settings Configuration ........................................................... 18 4.5 Session Options ............................................................................. 18 4.6 General – Contact Information ....................................................... 18 4.7 General – International Settings ..................................................... 19 4.8 Devices – Quick Print..................................................................... 19 4.9 Messaging – Email......................................................................... 20 5.0 Working With Documents.......................................................................... 22 5.1 Scanning Documents ..................................................................... 22 5.2 Filing or Indexing a Captured Document ........................................ 24 5.3 Document Duplication Checker ...................................................... 27 Page 2 of 63

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5.4 Deleting A Scan ............................................................................. 27 5.5 Deleting A Folder ........................................................................... 28 5.6 Importing An Image......................................................................... 28 5.7 Searching for Documents............................................................... 29 5.7.1 EZSearch .................................................................................... 29 5.7.2 Document Search ....................................................................... 31 5.8 Editing Document Information ........................................................ 31 5.9 Adding A Page To An Existing Document ...................................... 31 5.10 Replace Page(s) ........................................................................... 32 5.11 Deleting An Existing Document .................................................... 32 5.12 Printing Documents...................................................................... 33 5.13 E-Mailing Documents ................................................................... 34 5.14 Cloning Documents...................................................................... 36 6.0 TraceBack™ ............................................................................................. 37 6.1 Adding TraceBack™ During Indexing ............................................ 37 6.2 Adding TraceBack™ To An Existing Document ............................. 38 6.3 Editing TraceBack™ Information.................................................... 39 6.4 EZTrace™ ..................................................................................... 39 7.0 SuperSearchTM.......................................................................................... 43 8.0 Annotation................................................................................................. 44 8.1 Performing Annotation ................................................................... 45 8.2 Highlighted Rectangle .................................................................... 45 8.3 Free Hand Highlighter .................................................................... 45 8.4 Filled Rectangle ............................................................................. 46 8.5 Ellipse ............................................................................................ 46 8.6 Filled Ellipse................................................................................... 46 8.7 Embedded Image .......................................................................... 46 8.8 Custom Rubber Stamp .................................................................. 46 8.9 Line ................................................................................................ 46 8.10 Connected Line ............................................................................ 46 8.11 Line Arrow.................................................................................... 46 8.12 Text Box ...................................................................................... 46 8.13 Sticky Note................................................................................... 47 8.14 Freehand ..................................................................................... 47 9.0 Maintenance ............................................................................................. 48 Page 3 of 63

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Lookups - Items ............................................................................. 48 Vendor Maintenance ...................................................................... 49 Customer Maintenance .................................................................. 50 Folder Maintenance ....................................................................... 51

10.0 JobDataReportTM .................................................................................... 52 10.1 Applying JobDataReportTM ........................................................... 52 11.0 MetalTrace2MetalTraceTM ....................................................................... 53 11.1 MetalTrace2MetalTraceTM ............................................................ 53 12.0 BarCodeTraceTM ..................................................................................... 56 12.1 Executing Bar Coding .................................................................. 56 13.0 Exiting ScanStation ................................................................................. 58 14.0 Troubleshooting ...................................................................................... 59 15.0 Appendix ................................................................................................. 60 15.1 Core Features & Extra Components ............................................ 60 15.2 Upgraded Features From ScanStation 5.X .................................. 60 16.0 Index ....................................................................................................... 62

Quick Tips: Time saving tips that will make your ScanStation experience easier and quicker to use.

IMPORTANT NOTE: These notes contain very important and relevant information to the section. T

**Microsoft Office 2010 or above users ~ View Tab~ Display Navigation Pane for Table of Contents**

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1.0 Introduction to ScanStation™ Simple. Fast. Secure Document Management.

canStation™ is the most advanced document management scanning software available today. It is written in Microsoft Framework .NET and was specifically created for the Microsoft Windows 7 environments. ScanStation™ can run on a standalone workstation or an Internet

connected computer network. ScanStation™ was originally designed for use in the metals industry but can be used by any company requiring a reliable method to digitally store and retrieve documents.

ScanStation™ provides specific functionality required for efficient operation in a metal fabrication, or distribution environment. ScanStation™ permits the user to capture electronic versions of documents by scanning, faxing or importing an image into the system.

The true value of MetalTrace® is the ability to easily and accurately track, access and securely retrieve the complex documents that a redefined by the one to many to many relationships that a recreated with your data, 24/7/365.

You may sleep and go on holidays but your data never does.

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2.0 System Requirements 2.1 Operating Systems ScanStation™ is designed for the Microsoft Windows 7, or Windows 8 (32 or 64 bit) with Microsoft Framework .NET v4.0. Please note: ScanStation™ 2014 does not run on Windows 2000 or XP

2.2 Hardware Hardware ScanStation™ requires an Windows and peripherals with the following requirements. Computer: Minimum Requirements These specifications are the lowest requirements that are required to operate ScanStation™.

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CPU - Intel Pentium/AMD Phenom 3.0 GHz+ multi-core processor (2 or more) or better Memory - 6 GB RAM (or more) HDD – at least 100 GB Hard drive (or bigger) Video card that supports a min. resolution of 1024x768, true color Gigabit Local Area Network card OS- Windows 7, or Windows 8 (32 or 64 bit) Adobe Reader 9 (or higher) NT login with full Local administration access Internet Access to the Trace Licensing server

Recommended Requirements WORKSTATION - Recommended requirements are those that enable ScanStation™ to operate at designed capacity.

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File server Box

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Memory - 6 GB+ RAM (more is better) HDD – at least 250 GB Hard drive (Size is dependent on system/usage needs) Two Partition (System, Images) method recommended. RAID configuration (RAID 1 or 5) Backup system (i.e. External HDD, Tape or DVD) Video card that supports a min. resolution of 1024x768, true color Gigabit Local Area Network card UPS (uninterruptible power supply), a device used to power a computer/server in the event of a primary power outage. Microsoft Server 2008, 2008R2 or 2012 (32 or 64 bit) NT login with full Local administration access

Web server Box

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CPU - Intel Xeon/AMD Opteron 3.0 GHz+ multi-core processor (2 or more) or better Memory - 6 GB+ RAM (more is better) HDD – at least 250 GB Hard drive (Size is dependent on system/usage needs) Two Partition (System, App) method recommended. RAID configuration (RAID 1 or 5) Backup system (i.e. External HDD, Tape or DVD) Video card that supports a min. resolution of 1024x768, true color Gigabit Local Area Network card UPS (uninterruptible power supply), a device used to power a computer/server in the event of a primary power outage. Microsoft Server 2008, 2008R2 or 2012 (32 or 64 bit) IIS 7.0 ASP.NET (or higher) - IIS version is tied to OS version Adobe Reader 9 (or higher) NT login with full Local administration access Internet Access to the Trace Licensing server

Dual Box ~ Recommended where there are 50 or more users concurrently using the system Database box (can be a shared SQL Server Instance)

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CPU - Intel Xeon/AMD Opteron 3.0 GHz+ multi-core processor (2 or more) or better Memory - 6 GB+ RAM (more is better) HDD – at least 250 GB Hard drive (Size is dependent on system/usage needs) Two Partition (System, Data) method recommended. RAID configuration (RAID 1 or 5) Backup system (i.e. External HDD, Tape or DVD) Video card that supports a min. resolution of 1024x768, true color Gigabit Local Area Network card UPS (uninterruptible power supply), a device used to power a computer/server in the event of a primary power outage. Microsoft Server 2008, 2008R2 or 2012 (32 or 64 bit) Microsoft SQL Server 2005, 2008, 2008R2 or 2012 NT login with full Local administration access

2.3 Printer ScanStation™ requires a laser printer that works with the Windows Operating System. Page 7 of 63

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2.4 Scanner Minimum Requirements Flatbed TWAIN compliant Ability to scan a Black & White Document at 300 X 300 DPI in a single pass Scanner Software must work with Windows 7 or Higher Recommended Requirements It is very important to note what the expected duty cycle of the scanner is, as in how many documents will be scanned on a daily basis. The Fujitsu line of scanners is highly recommended. They are industrial scanners that are reliable and have a proven track record with Trace Applications Inc. customers. Please contact us for further specifications if required. ADF (Auto Document Feeder) TWAIN compliant Ability to scan a Black & White Document at 300 X 300 DPI in a single pass Scanner Software must work with Windows 7, or Windows 8 (32 or 64 bit) Color scanning capability USB 2.0 or SCSI connection Fujitsu series scanners recommended models

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3.0 Getting Started 3.1 About the Graphical User Interface (GUI) The ScanStation™ GUI interface is very easy to use. All major functions can be accessed by executing a shortcut key combination, selecting a menu item or by clicking a toolbar icon. ScanStation™ has been designed to allow the user full functionality, multi-tasking capability and multi-project management without leaving the main screen. The ScanStation™ screen is divided into two areas; the image window at the top, and the functionality window at the bottom.

3.2 Microsoft Windows Terms

If you do not understand terms such as "click", "icon", "login", drop-down list", "task bar" and other basic computer terms, please consult your system Administrator, your corporate IT support or your Windows documentation as these terms will be used throughout this guide.

3.3 ScanStation™ Terms Term Device Shortcut Key

Folder Table

Definition Hardware, such as a printer or scanner. Shortcut keys are a combination of keystrokes that when used together, enable the user to perform operations without moving their hands from the keyboard to the mouse. Documents imported or scanned into ScanStation™ are stored in a group called a folder. A collection of data about a specific topic, such as products or suppliers. Tables organize data into columns and rows.

3.4 Logging into ScanStation™ To start ScanStation™, double-click on the ScanStation™ icon located on your desktop. The ScanStation™ splash screen will display. If you do not automatically see the login window click 'File' then 'Login'. The login window will appear and require you to type in your username and password. If an incorrect username or password is entered, an error message will be displayed.

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3.5 ScanStation™ Welcome Screen

3.6 The Menu Bar The ScanStation™ menu bar consists of the items below. To select a menu item with the mouse, click on the menu name and a drop down box for the menu item will appear.

Term File

Definition Contains commands for managing the functions of ScanStation™, such as capturing a document, printing or exiting the program.

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Enables the user to configure ScanStation™ with regard to appearance, Tools

formats, scanning devices and what the properties of the annotation function will permit.

Administration

Enables the administrator to set up security, branches, customer information, groups, servers and more.

View

Enables the user to add or remove functionality on the toolbar.

Document Window

Enables the user to switch between the various windows

Help

Provides context sensitive help to the user.

3.7 Keyboard Interface & Shortcut Keys In order to save time when using ScanStation™ you can use shortcut keys. They are a combination of keystrokes that enable the user to perform operations without moving their hands from the keyboard to the mouse. As an example, by pressing Ctrl + A you will start scanning a document. To see the shortcut key for a menu item, use your mouse to click on a menu item (such as File) and you will see the 'F' in 'File' is underlined. If you press the ALT key and the underlined letter of the menu item at the same time, it is the same as clicking the menu item with your mouse. In the example ALT + F opens the File menu.

3.8 Tool bar The ScanStation™ Toolbar is located directly beneath the menu bar. The Toolbar contains icons that represent some of the more common items from the drop-down menus within the Menu Bar.

Term Rotate Clockwise Rotate Counter Clockwise

Definition Rotates the image counter clockwise 90 degrees.

Rotates the image counter clockwise 90 degrees.

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Fits the image to the height of the window. Fits the image to the width of the window.

Best Fit

Fits the entire image within the window.

Zoom In

Magnifies the image for ease of viewing.

Zoom Out

Reduces the image for ease of viewing.

Filled Rectangle

Places an opaque rectangle on the image to conceal a portion of the image.

Straight Line Draws a single, straight line between any two points on the image. Hollow Rectangle

Hollow Ellipse

Filled Ellipse

Embed Image

Places a transparent rectangle with any color border to draw attention to a portion of the image. Places a transparent ellipse with any color border to draw attention to a portion of the image. Places an opaque ellipse with any color border to draw attention to a portion of the image.

Inserts the contents of an image file onto the document

Custom Rubber Stamp

Inserts a pre-selected text template

Line

Draws a single, straight line between any two points on the image.

Connected Lines

Draws a single, straight line between any two points on the image.

Line Arrow

Draws a single straight arrow that you can customize

Text

Simple overlay of a text box on the image.

Sticky Note

Places an yellow rectangle on the image like a â&#x20AC;&#x153;sticky noteâ&#x20AC;?

Free Hand

Draw a line of any length or curvature.

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3.9 The Image Window The Image Window enables the user to see documents that have been scanned or imported into ScanStationâ&#x201E;˘.

3.10 Grid Layout In all windows (other than the Welcome Screen) the lower half of the window contains columns and rows. ScanStationâ&#x201E;˘ allows the user to customize the layout and width of the columns. To change the width of a column move the mouse cursor to the right edge of the column you wish to make the change to. The cursor will turn into a horizontal line with arrow-heads on each end. While holding the mouse button down move left to shrink the column or right to expand it. You can also change the order of the columns. Click on the column header box, where the name of the column is. While holding down the mouse button move the mouse to the left or right; a black rectangular outline will follow the mouse. Once you have moved the mouse to the desired location let go of the mouse button and the column will move to its new location.

If you right-click on the column headers, you will see a drop down displaying various options. The first option is the 'Show Filter Row' button which allows the user to filter extensive searches and narrow down the search results even further.

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A space in between the column headers the search results should appear. This allows the user to enter within each column, a value to filter the results by. By entering a 2 under document #, all the documents that begin with 2 will be populated. By adding more values under each column will refined the search results more and more. Below displays the search code function that was used to filter the search by. With multiple filter searches, a dropdown list will display allowing you to select between your historical filters. The cross button clears the filter fields and the checkbox enables or disables the filter function.

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The next couple of buttons are Clear Sort Order and the Configure Sort Order buttons. Selecting the Clear sorting order button resets the sorting order back to default while the configuring it allows you to personally setup your own sorting.

In this window, you can sort each field either ascending or descending or none or just set it by default. This is more personal preference and will be configured based on each individual account.

The 'Best Fit' allows you to best fit the column that is currently selected by comparing the width of the column name to the amount of space available. Best Fit all columns does it for all columns that are provided.

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Grid Layout allows you to save or restore the position and widths of your columns.

Grid Layout allows you to save or restore the position and widths of your columns. Save Grid Layout saves the current position & width of all the columns as your new default. This will be the layout used when you use ScanStationâ&#x201E;˘ in the future. Restore Grid Layout returns the position & widths of the columns to the layout you last saved. This is handy when you have moved columns around but want them back to your preferred layout. Default Grid Layout will return the position and widths of the columns to the 'factory default' layout bypassing your last saved layout. You may return to your last saved layout at anytime by selecting Restore Grid Layout.

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4.0 Configuration of ScanStation™ 4.1 Device Configuration ScanStation™ can be configured to work with various Windows compatible printers and TWAIN compliant scanners.

4.2 Printers To print documents, confirm that your printer is properly installed and configured in Windows. ScanStation™ will automatically recognize your printer configuration and produce documents.

4.3 Scanners To configure a scanner:

   

Click File then click Scan Document (Ctrl+A). In the box entitled Scanner click 'Select'. The scanners that are or have been configured to work with your computer will be listed in the drop down box that appears. Select the appropriate scanner from the list provided. After the scanner has been selected, click 'OK' to save changes or 'Cancel' to abandon changes and exit the box. Click 'Apply' to save settings and then "Ok" to close the window or 'Cancel' to abandon changes and exit the Scanner Settings screen.

The following Scanner Settings are recommended:

Setting Color Mode

Page Size

Value Black and White Choose the size of the page you are scanning.

DPI (Dots Per Inch) Orientation ADF (Auto Document Feeder)

300 X 300

Choose the orientation of the images on the paper. Check the box if there is an ADF attached to the scanner. If there is no ADF the box will be grayed out. Page 17 of 63

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4.4 User Settings Configuration The user has the ability to change many settings in ScanStation™ without the need of an Administrator. Change Password - To change your password to log into ScanStation™ click on 'File' and then select 'Change Password'.

4.5 Session Options Session Options allows you to make changes to many user settings. These settings are saved to your specific login account not the instance of ScanStation™ you are using. If you move to another ScanStation™ PC and login, these settings will follow you to the new system. Click on Tools then Session Options to open the Session Options window.

4.6 General – Contact Information Fill in the contact information fields using the information for the person who will be using the account currently being used. These fields will be used whenever you include a cover page or document summary cover page when printing, emailing or faxing documents. The upper left-hand corner of both cover pages includes the 'from' information, stating who the document(s) are from. It is from this screen that the information is found.

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4.7 General – International Settings International Settings controls how the date & time will be presented to you while using ScanStation™. Select your correct time zone & preferred date format using the provided drop down menus. You can also select a 12 or 24 hour clock time format using the radio buttons.

4.8 Devices – Quick Print Quick Print enables the ability to quickly print off documents and skip past the usual print options.

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Click the checkbox to enable Quick Print. Then select the printer you want to use from the drop down. The drop down will include all printers currently accessible by your computer. Select the number of copies you want when you use Quick Print. Select if you would like to include the Document Summary Cover Page & Annotation. You will now be able to select Quick Print from the search options menu which will immediately print off the selected document(s) using the options selected from this menu.

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4.9 Messaging – Email The email setting allows you to configure how emails will be sent from within ScanStation™. From the initial drop-down menu you have 3 options: None, EasyMail SMTP Support and NetMail SMTP Support. Please Note: MAPI is no longer supported. ScanStation v5.x settings will need to be updated.

Setting None

Value Disables the ability to email documents directly from ScanStation™. Allows ScanStation™ to directly connect to your email server and send emails

EasyMail SMTP Support

without having to use your local email client. You will need to configure the email account just like you would if you were setting up Outlook (Express).

NetMail SMTP Support

In the first tab (General) you need to enter the Display Name (who the email will say it is from), the email address (which email address the email will come from), and the reply address (where emails will get sent if someone replies to the email sent from ScanStation™). In the second tab (Server - Outgoing) you need to enter the outgoing (SMTP) server address (name or IP address) and the email account name & password. These would be the credentials required to access the mail server using that email address. In the last tab (Advanced) you need to set what port the Outgoing SMTP server uses (generally port 25) as well as whether the server requires a secure connection (SSL). Lastly use the slider to set the timeout period (how long ScanStation™ will wait for an email to be sent through the email server before giving up) Page 20 of 63

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5.0 Working With Documents 5.1 Scanning Documents 1.

To scan a document, click the drop-down box on the middle right side of the window and select 'Document Filing'.

Open the Scan Document window by clicking File then Scan Document or clicking the Capture Document icon on the Tool Bar or using shortcut key combination (pressing the Ctrl + A keys).

Select the Branch name and the Folder name from the list of available Branches and Folders. New Branches can only be added by your Administrator. (See Folder Maintenance 9.4)

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To create a new Folder, click Maintenance on the upper Menu Bar. Click 'Folders' on the drop-down menu and a new window entitled 'Batch(s)' will appear. Select your branch & click button on 'New' on the right hand side. Enter a name for the folder in the box that appears. Save the folder name by clicking 'Ok' or click 'Cancel' to quit the addition of a folder name. The new folder name will be available for selection.

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Confirm the Device Settings are correct for the scanner. If not, change them with the drop down boxes or radio buttons.

Click Scan and the documents or documents will be scanned into the proper folder by the scanner. You will notice a small box will appear showing the progress of each scan.

After you have scanned all the documents you want to scan for this session click the 'Close' button at the bottom of the scan document window.

The scanned document(s) will be listed under 'Branch' on the left hand side of the screen. Click the plus (+) beside the folder name to see the documents in the folder. Each document has a unique number that has been assigned by the program.

Double Click the document number to open the scanned document image in the Image Window.

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We emphasize scanning by right-clicking on the folder then selecting “Scan Document”. This will automatically refresh the pending folder which the scan is imported into.

5.2 Filing or Indexing a Captured Document After a document has been scanned into ScanStation™, the user can begin indexing or adding meaningful data (Manufacturer Name, Heat Number, etc.) to the document image. 1.

Open the scanned image by double-clicking on the file in the folder. The image will appear in the image window.

Click File New Document then Select the type of document you are indexing from the dropdown list. The list will show all document types that have been configured for use. The list will default to the first one, which in the example is MTR. The fields that need to be filled in will automatically appear based upon the type of document you are filing.

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Click 'New' to begin indexing a document and begin entering the relevant indexing data.

4. The user can use the 'Tab', 'Enter' or 'Arrow' keys to move from field to field in the indexing screen. Fill in the appropriate data using the drop-down boxes or fields.

Time Saving Tip: When Indexing Documents the user may wish to click the "Carry Over" box to automatically fill in the previous row cell values when adding a new Indexed row. This is particularly useful if the user has an MTR with multiple items. Clicking the 'Document Carry Over' box enables the user to simply click it and the all values from the previous documents' 'Document Information' to the new documents 'Document Information' section. This eliminates multiple identical data entry. The 'File Carry Over' will carry over all the values from the last entered row in the "Filed Items' section to a newly created row.

The first field is the 'Doc ID' and it is a unique number. ScanStationâ&#x201E;˘ assigns a default Doc ID to each scan. The user cannot change Doc ID.

The next field is filled in automatically by the type of document chosen (see #2 above).

Vendor is a required field for the most documents. Type the first few letters of the name of the Vendor in the drop down box. Vendor names will display from the master list. Use the mouse to Page 25 of 63

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click the correct name or the arrow keys to navigate to the correct one and press 'Enter'. The drop down box is "intelligent" and the more letters the user types of the name desired, the fewer the number of names the user will have to choose from in the display.

Tab to the PO# box and type the Purchase Order Number.

The user name and time is recorded to indicate who created the document, who modified it and what date and time that occurred.

10. Press 'Enter' to move to the 'Filed Items' section or click on the Item# box with the mouse. 11. Enter the 'Item #' (or SKU) of the product being indexed in the drop down box. Type the first few numbers or letters of the Item # in the drop down box. Item #s will display from the master list. Use the mouse to click the correct name or the arrow keys to navigate to the correct one and press 'Enter'. The drop down box is "intelligent" and the more numbers or letters the user types of the item desired, will narrow down the choices in the display. The proper item or product description will be inserted automatically into the 'Description' field from the master list. Press 'Tab' to move to the next field.

12. Enter the Heat Number in the 'Heat' field. Press 'Tab' to move to the next field. 13. If ScanStationâ&#x201E;˘ is setup for your company with more fields (UDFs) then enters the indexing information in the other fields displayed. Move through the fields using the 'Tab' key.

14. To add another row of information, press the 'Enter' key and then 'Ctrl + Ins' and another line will appear to enable the user to add another Item#, Description, Heat #, etc. Or right -click in the 'Filed Items' section and select 'New row'.

15. After your document has been indexed, click 'Link Current Page' to link the currently displayed page in the upper preview window or 'Link All Pages' to display all the pages in the currently selected scan job.

Time Saving Tip: The rotation of a document will be saved when you click 'Link Current Page' or 'Link All Pages'. If you are scanning a multi-page document and all pages need to be rotated before saving link each page separately using 'Link Current Page' (after rotation each) otherwise if you use 'Link All Pages' only the first page will be properly rotated.

16. You must now Save and Close the document. This is done by pressing 'Ctrl' + 'S' and 'Ctrl' + 'E' or clicking 'Document' on the Menu Bar then 'Save' and 'Close'. Or click on the 'Save' and 'Close' icons on the Tool Bar. Page 26 of 63

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17. To index another document in the folder repeat steps 3 through 18. To perform another scan refer to 5.1.

5.3 Document Duplication Checker Document Duplication Checker (DDC) allows the user to check the database to see if the document they are about to index is already indexed. Unlike EZSearch™, it is performed from the Document Filing screen. This will allow you to look for matches while indexing documents and save time by preventing duplicates from being saved.

Contact your ScanStation™ administrator and find out which fields are being used for DDC.

Follow the steps in section 5.2 above to open a new document and prepare to enter the database information.

Instead of entering all the fields at once, enter only the fields that are included in the check.

You can enter multiple rows in the Filed Items section; this allows you to check more than one document for duplicates at a time.

Press 'Check For Duplicates', ScanStation™ will search the MetalTrace database to see if those entries already exist. A pop-up window will appear telling you whether there are any duplicates. As well a new field will appear at the beginning of each indexing row called 'Found'. The number in the field is the number of matches found in the database.

You can then discard any duplicates and complete your indexing as normal. Trace Applications Inc recommends the user perform a quick EZSearch™ to confirm the duplicate entry found is in fact another copy of the same document and not that the information happens to be shared by 2 distinct documents. It is important to note that the system will search for any fields you enter together, not independently. For instance if the SKU & heat# are the fields being checked by DDC then a found result will only appear if both the SKU & Heat# appear on the same index row within the database.

5.4 Deleting A Scan If you find you have made an error or for some other reason you want to delete a scan, go to the 'Branch' view box on the lower left of the window and find the scan you want to delete by clicking on the plus sign (+) beside the folder name. A list of the scans will appear. Select the number of the particular scan you want to delete. Left click the scan and a document image will appear in the Document Image Window. Confirm that is the scan you want to delete. Right click the scan then select and click 'Delete'. Page 27 of 63

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5.5 Deleting A Folder Open the Folder Maintenance window, click the folder you want to delete and then click the 'Delete" button.

5.6 Importing An Image

Currently ScanStation™ can import the most common image files (JPG, GIF, BMP, TIF & PNG), Adobe PDF documents, Microsoft Word 97 - 2010 documents (DOC, DOCX) & Excel Spreadsheet 97 – 2010 documents (XLS, XLSX). 1.

To import an image, right-click on the folder you would like to import the image to and select 'Import'.

Select the branch and folder you would like to import the image to. To browse for the file to import click on the folder icon. This will open a windows explorer window with a preview pane on the right side. Browse to the file you wish to import and click 'Ok'. The file box will now show the file you selected. If you wish to delete the original file click the 'Delete file after successfully importing into system' checkbox. If you'd like to see the standard deletion confirmation prompt, click the 'Confirm file deletion' checkbox. Click the 'Ok' button; the image will now be in the selected folder.

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5.7 Searching for Documents There are two ways to search for documents, EZSearch and Document Search.

5.7.1 EZSearch 1.

Click on the drop down box on the right side of the screen and select EZSearch™.

Use the 'Branch' & 'Document Type' drop down boxes to select the appropriate branch and document type you wish to search.

Put the search criteria into the appropriate boxes and click 'Search'. You may search by whatever criteria the document was originally indexed by such as Heat#, PO#, Manufacturer, etc.

 

Enter a Heat Number in the "Heat #" box. If you want to search for more than one heat number, hit the 'Enter" key and another row will appear which will allow you to enter another heat number. Continue adding rows and heat numbers until you are finished. To narrow the search results that will be displayed, enter the Item Number / SKU, Description, Manufacturer, Country or whatever other fields contain information.



To search for more than one document using different search criteria, right click on the row in the 'Indexed Criteria' section and select a new row. Each row will be searched individually but with the results for each showing up together in the Search Results'.

Click the "Search" button.

The results of your search can be shown in three locations on the EZSearch™ screen.

The right hand side of the search screen will display each individual search result. Keep in mind that each row of product you index is considered a separate entity and therefore you may have multiple results from the same document. Page 29 of 63

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Below the individual search results shows you the total number of search results found.

The beginning of each row of search criteria is a column that will tell you how many results were found for that particular row. This is particularly handy when searching for multiple rows.

To display the image, right-click on the result and select 'View'. To be able to automatically view images, right-click on a result and select 'Options' and enable 'Auto view'. .

IMPORTANT NOTE: What do I do if I only have part of the Heat Number or other data? Use the "Wildcard Search". Put an * (asterisk) in place of the character you are missing. Examples:

 

If you know the Heat Number ends in 123, enter *123 and the result will display all Heat Numbers ending in 123. If you know the Heat Number begins with AB, enter AB* and the result will display all Heat Numbers beginning with AB.



If you are only missing the middle of a Heat Number enter AB*123 and the search will display all Heat Numbers that start with AB and end in 123.



If you know the number of characters in the Heat Number but are unsure of a specific one. If you enter AB*123* in the Heat Number box your results will display Heat Numbers with seven character beginning with AB that have 123 as the fourth, fifth and sixth characters.



If you know the Item Number / SKU, simply enter the number in the Item Number / SKU box and you will be shown all the Heat Numbers that are indexed to that Item Number / SKU. Wildcard Searches can be used to search with the Item Number / SKUs.



In the example below, the search was for 1* so the result displayed all Heat Numbers that started with 1.

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5.7.2 Document Search 1.

To search for documents using the Document #, click on the drop down box on the right side of the screen and select 'Document Search'.

Enter the document number that you want to search for and click 'Search'. The results will be displayed in the lower half of the screen. The document number is the unique number that ScanStationâ&#x201E;˘ gives each scanned document when the document is indexed (see 5.2.6).

Many users will make note of the unique document number and write it on the back of the original MTR or perhaps the Purchase Order. Having the number readily available can help at a later date if documents are lost.

5.8 Editing Document Information To edit an existing document, the user must first retrieve it. Search for it by using either 'EZSearchâ&#x201E;˘ or 'Document Search.' When the document is found, the data will be displayed in the lower half of the Document Search box. Open the Document by right-clicking it in the search results window and it will be displayed in the Indexing Window. The user may make any modifications needed and then save the changes and close the document. This is done by pressing 'Ctrl' + 'S' and 'Ctrl' + 'E' or clicking 'Document' on the Menu Bar then 'save' and 'Close'.

5.9 Adding A Page To An Existing Document To add a page to an existing document, Page 31 of 63

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Search for and 'Open' the document you would like to replace a page for using either EZSearch™ or Document Search. ( See Section 5.7 ~ Searching For Documents )

Scan or import the new image you would like to replace the old one. ( See Section 5.1 ~ Scanning Documents )

Open the image you would like to add and click on the ‘Link Current Page' button. This will add the page of the imported/scanned image onto the back of the document opened.

To add ALL the Document Images belonging to the opened document with the scanned images, Click on ‘Link All Pages’.

When done adding pages to an existing document, Click ‘Save’ and this will save the newly imported pages and the original document amended into one document.

5.10 Insert (Replacing) Pages Into An Existing Document Insert Page(s) allows the user to insert pages already indexed into the system. 1.

Search for and 'Open' the document you would like to replace a page for using either EZSearch™ or Document Search. ( See Section 5.7 ~ Searching For Documents )

Scan or import the new image you would like to replace the old one. ( See Section 5.1 ~ Scanning Documents )

Open the scanned image and click on the ‘Insert Page(s)' button.

To replace all the Document Images belonging to the opened document with the scanned images select the first selection. To replace a single page using the second option. The second drop-down menu selects which page from the document you wish to replace and the first drop-down menu selects which page to replace it with.

5.11 Deleting An Existing Document To delete an existing document, for data security reasons, the user cannot perform the task from within ScanStation™. Only an Administrator can delete a document. You can, however, delete pages out of a document.

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5.12 Printing Documents 1.

Printing may be done from any area of the program. To print an image that is displayed you click on the Printer icon on the Tool Bar or press 'CTRL + P' and the image will be sent to the printer of your choice. Alternatively, you may right click on an item you have searched for and found and then click Print.

Choose the appropriate printer in the box that appears and click 'OK'.

Select which report to use from the drop down. These reports are setup by your administrator.

Click on 'Customer Selection' Tab and select the customer information or select the customer from the drop- down box.

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Time Saving Tip: You can select “Print Preview” that will generate a pdf of the document you wish to print. This way you can confirm the print job before sending it to the printer

Click on the ‘Parameters’ tab. Here is where you can enter in comments for the cover page.

Click on ‘OK’ and this will print the results of the search.

5.13 E-Mailing Documents 1.

Emailing may be done from any area of the program. To Email an image that is displayed you simply right-click on an item you have searched for and found and then click Email.

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Address the Email to the recipient either by typing the recipient's email address in the 'To' box or clicking the 'to' button and picking the email address from the address book (you can do the same in the 'CC:' box. You can also change the export rule (if any are present.

The Subject & Message fields will be pre-populated with default information however you can make any changes you'd like. This will be the subject line & body of the email you send.

In the Settings section you can choose which options to use for the actual documents sent. You can decide to include a Cover Page (much like a fax cover page); Document Summary Cover Page (a chart that indexes the documents you have included in the email attachment); Document Annotation (highlights or notes left on the document; Document Summary Cover Page Page 35 of 63

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Header/Footer or Document Stamp Header/Footer.

By default the documents will be sent in a PDF attachment. This attachment will be given a default name however you can enter a preferred name for the attachment in the Alternate File Name box.

Time Saving Tip: If sending documents to a customer you can use the customer's PO number as the file name, thus making it easier for the customer to find the documents at a later date.

Click on the Tab marked 'To'. From here you can select the customer from the drop-down box or enter the customer information manually. Click on 'Carry Over Email Address' to make the email address on this screen the email address you will email to. Click on 'Remember Settings' to have ScanStationâ&#x201E;˘ remember the information and make it available the next time you email/print. To clear the information click 'Clear'.

5.14 Cloning Documents Cloning Documents allows you to make an exact duplicate of a document already stored in the MetalTrace system (however with a different document number). The two documents can then be manipulated differently. For example there could be 2 different annotations added or 2 different TraceBackTM applications, one referencing internal product usage and the other customer sales.

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6.0 TraceBack™ TraceBack™ allows the user to associate line items with ongoing orders creating a retrievable historical record should you ever need to trace MTRs. TraceBack allows you to add more information to a document at a later date and search for it under the new criteria in addition to the original data. What this means is that if there is a document previously scanned into ScanStation™ and the material is later sold to a customer or used in a job, the appropriate document can be found and more indexing information can be applied to it, such as customer, job number etc. The document can then be found using the new information and assembled to create a report of materials for a job or customer. To use TraceBack™ you must first create user defined fields (UDFs) to establish the TraceBack™ criteria. You have the option of choosing up to 20 fields in addition to Client/Company and TraceBack™ Date which are default fields. For the example below, we will assume you are using the following three user-defined fields to define the TraceBack criteria: Sales Order # & Serial #

6.1 Adding TraceBack™ During Indexing After documents have been scanned into ScanStation™, the user can begin indexing the documents and adding TraceBack™ information. The TraceBack™ indexing section is in the lower right corner of the Document Filing screen.

The first field is the 'Client/Company'. Type the first few letters of the name of the Client/Company in the drop down box. Client/Company names will display from the customer master list. Use the mouse to click the correct name or the arrow keys to navigate to the correct one and press Enter'. The drop down box is "intelligent" and the more letters the user types of the name desired, the fewer the number of names the user will have to choose from in the display.

Tab to the 'Sales Order #' field and enter the required information.

Tab to the 'Serial #' field and enter the required information. Page 37 of 63

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Tab to the next field 'TraceBack™ Date' and the current date will be displayed automatically.

If you want to enter another row of TraceBack™ criteria, press 'Enter' then 'Ctrl + Ins' or right click and select 'New to move to the next line. You may enter multiple TraceBack™ fields and criteria for one document.

After you have finished indexing and entering your TraceBack™ criteria, you must Save and Close the document. This is done by pressing 'Ctrl + S' and 'Ctrl + E' or clicking 'Document' on the Menu Bar 'Save' and 'Close'.

6.2 Adding TraceBack™ To An Existing Document To edit an existing document and add TraceBack™ information, the user should first retrieve it by using EZSearch™. After the document is retrieved:

Right-click on the document and select 'Apply TraceBack' or press 'Ctrl + T'. You may select 'Apply TraceBack™ and Print' if you want to print a copy of the MTR to which you have added the TraceBack™ criteria or 'Apply TraceBack™ and Send' if you want to email a copy of the MTR you have added Traceback™ data to. You can also access these options with the following shortcut keys:  Apply Traceback™ - 'Ctrl + T' or you may also use the icon on the upper tool bar.

 

Apply Traceback™ & Print - 'Ctrl + Shift + T' or you may also use the icon on the upper tool bar. Apply Traceback™ & Send - 'Ctrl + Shift + S' or you may also use the icon on the upper tool bar.

This will allow the user to add TraceBack™ information to a selected MTR.

Enter the TraceBack™ information in the relevant fields and click 'Apply'. You may enter multiple TraceBack™ items to a selected document by pressing 'Enter' after you have entered the information in the last field.

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6.3 Editing TraceBack™ Information To edit an existing document's TraceBack™ information, the user must first retrieve it. The user may search for it in one of two different ways: If you know the Document ID# you may use 'Document Search'

Navigate to the Document Search window by clicking 'Document Search' in the drop down window on the right side below the document image window.

Type the Document ID number into the appropriate box and click 'Search'.

When the document is found, double click the line with the information regarding the document or right click and select 'Open'. The TraceBack™ data will be displayed in the lower right half of the Document Filing window and the original document image will be displayed in the Imaging Window.

If you know the Heat # or other search criteria you may use 'EZSearch™'

Navigate to the EZSearch™ window by clicking 'EZSearch™' in the drop down window on the right side below the document image window.

Perform an EZSearch™. Put the search criteria into the appropriate boxes and click 'Search'. You may search by whatever criteria the document was originally indexed by such as Heat#, PO#, Manufacturer, etc. You may also use a 'Wild Card" search.

The user may then make the TraceBack™ changes required by editing the UDFs and then save the changes by pressing 'Ctrl + S' and close the document by pressing 'Ctrl + E' or the user may save and close by clicking 'Document' on the Menu Bar then selecting 'Save' and 'Close'.

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EZTrace™ is a special version of EZSearch™ that allows you to search for only documents that have TraceBack™ information added. The EZTrace™ search is identical to the EZSearch™ search screen except for 2 differences. The TraceBack™ information fields are added to the searchable criteria. Only the documents that meet the search criteria AND have TraceBack™ information will be included in the search results.

Click on the drop down box on the right side of the screen and select EZTrace™.

Use the 'Branch' & 'Document Type' drop down boxes to select the appropriate branch and document type you wish to search.

Put the search criteria into the appropriate boxes and click 'Search'. You may search by whatever criteria the document was originally indexed by (such as Heat#, PO#, Manufacturer, etc.) as well as TraceBack™ information (such as Customer Name, Job Name, Customer PO#, etc.)

Enter a Sales Order Number in the "Sales Order #" box. If you want to search for more than one SO#, hit the 'Enter" key and another row will appear which will allow you to enter another number. Continue adding rows and customer SO#s until you are finished.

To narrow the search results that will be displayed, enter information in any of the other fields.

Click the "Search" button.

The results of your search can be shown in three locations on the EZTrace™ screen.

10. Below the individual search results shows you the total number of search results found. 11. The beginning of each row of search criteria is a column that will tell you how many results were found for that particular row. This is particularly handy when searching for multiple rows. Page 40 of 63

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Time Saving Tip - To display the image, right-click on the result and select 'View'. To be able to automatically view images, right-click on a result and select 'Options' and enable 'Auto view'.

IMPORTANT NOTE: What do I do if I only have part of the Heat Number or other data? Use the "Wildcard Search". Put an * (asterisk) in place of the character you are missing.

Examples:

 



If you are only missing the middle of a Heat Number enter AB*123 and the search will display all Heat Numbers that start with AB and end in 123.



In the example below, the search was for 1* so the result displayed all Heat Numbers that started with 1. Page 41 of 63

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7.0 SuperSearchTM When you enter SuperSearchTM, the first place you'll want to select is the super document type. There can be a range from one to many different types of super document type templates to choose from. Be sure to select the appropriate type before proceeding since each type will contain different search criteria's. If SuperSearchTM is configured correctly by the administrators then a regular user will have the ability to select SuperSearchTM from the category drop down list.

On the bottom left side of the screen is where the user will enter the search content. Based on how the admin has setup the search fields, you can have up to 20 search fields to choose from. Just like the other searches, you may use the '*' to broaden your search if your unable to remember the specific search criteria. The bottom right side of this screen is where the search results are displayed. The example shown below is where 3 different documents are being searched with the given search criteria; MTR, MTRJAG, MQAR. Again it's possible to have more search result fields than shown above. It depends on how the template was designed for each type. It can be set where you can see multiple results in the document information, document details or TraceBack details.

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8.0 Annotation ScanStationâ&#x201E;˘ provides the user with the ability to annotate (graphically modify) images and there are several types of annotation tools available to the user. There are options for the configuration of annotation such as color, line width, etc. Options can be configured by clicking Tools then Options, then Annotation and then selecting what you want to modify. The ScanStationâ&#x201E;˘ Toolbar is located directly beneath the menu bar. The Toolbar contains icons that represent some of the more common items from the drop-down menus within the Menu Bar.

Term Filled Rectangle

Definition Places an opaque rectangle on the image to conceal a portion of the image.

Straight Line Draws a single, straight line between any two points on the image. Hollow Rectangle

Hollow Ellipse

Filled Ellipse

Embed Image

Inserts the contents of an image file onto the document

Custom Rubber Stamp

Inserts a pre-selected text template

Line

Draws a single, straight line between any two points on the image.

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Connected Lines

Draws a single, straight line between any two points on the image.

Line Arrow

Draws a single straight arrow that you can customize

Text

Simple overlay of a text box on the image.

Sticky Note

Places an yellow rectangle on the image like a “sticky note”

Free Hand

Draw a line of any length or curvature.

8.1 Performing Annotation Annotation is performed in the Document Filing mode only. If you are currently filing a document you can annotate it after you have linked the page(s). If you want to annotate a document that is already in the system you must search for it and re-open it to have it moved to Document Filing for editing. In EZSearch™, search for a document and the results will be displayed in the lower right pane of the screen :



Click on the grey box on the left side of the line where the document you want to annotate is displayed ('Row Selector')

 

Right click and select 'Open' The document will open in the Document Filing mode

In the Document Filing mode to annotate an image:

     

From the upper Lower Bar click 'Image Options' Scroll to 'Annotation' Click 'Edit Annotation' The Annotation icons will activate on the upper Tool Bar Select the tool you want to use and perform your annotation After an image has been annotated save and close it by using the short cut keys ('Ctrl+S', 'Ctrl+E') or the tool bar icons for 'Save' and 'Close' or 'Save/Close'.

8.2 Highlighted Rectangle This tool is useful after an annotation object has been put in place and the user wishes to modify it. Click the 'Arrow" icon and then click the annotation item. The user may move or modify the item.

8.3 Free Hand Highlighter To highlight an image or text, click the 'Highlight' button. Place the mouse pointer to the top and left of the chosen image or text and click and hold down the left mouse button. Drag the mouse pointer down and to the right of what you want to highlight and then release the mouse button. Page 45 of 63

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8.4 Filled Rectangle To place an opaque rectangle on the image to conceal a portion of the image, click the 'Fill Rectangle' button. Place the mouse pointer to the top and left of the chosen image or text and click and hold down the left mouse button. Drag the mouse pointer down and to the right of what you want to cover and then release the mouse button.

8.5 Ellipse

To place an opaque rectangle on the image to conceal a portion of the image, click the ‘Ellipse’ button. Place the mouse pointer to the top and left of the chosen image or text and click and hold down the left mouse button. Drag the mouse pointer down and to the right of what you want to cover and then release the mouse button.

8.6 Filled Ellipse

To place a filled ellipse on the image to conceal a portion of the image, click the ‘Filled Ellipse’ button. Place the mouse pointer to the top and left of the chosen image or text and click and hold down the left mouse button. Drag the mouse pointer down and to the right of what you want to cover and then release the mouse button.

8.7 Embedded Image

To add an Image Stamp to a document, click the 'Image Stamp' button. A new window will appear on the screen. Either type the path to the image file you wish to add in the box or click 'Browse' to browse to it. Once selected click 'Open', this will bring you back to the document. Place the mouse pointer to the top and left of where you want the image to be located on the document and click and hold down the left mouse button. Drag the mouse pointer down and to the right of what you want to highlight and then release the mouse button. The contents of the selected image will be placed in the box created.

8.8 Custom Rubber Stamp

To add a Text Template to an image, click the 'Stamp Template' button. In the new window select the pre-created template you wish to use from the white box. Place the mouse pointer to the top and left of where you want the note to be located on the image and click and hold down the left mouse button. Drag the mouse pointer down and to the right of what you want to highlight and then release the mouse button. The text information contained in the Template will be displayed within the box. To create a new Text Stamp Template click 'Create' from the template selection screen. Give your template a name and then type the text you'd like displayed. You can change the font, font size & font color by clicking 'Font'. You can also include the date or time by clicking 'Date/Time. Select to show the date or time or both using the checkboxes for Date & Time. Then select if you'd like to show the time at the moment the stamp is used 'Use Template Selected Date/Time, the current date/time whenever the document is opened/emailed/printed etc. by clicking 'Use Current Updated Date/Time' or to enter a date/time of you're choosing select 'Use Custom Date/Time'. Lastly you can change the Date or Time formats in the corresponding boxes. Press ok. The Date/Time code - {$D$] and {$T$} - is added to the text box. Press ok, the text stamp is now added to the Stamp list.

8.9 Line

To draw a straight line on an image, click on the 'Line' button. Place the mouse pointer wherever a line is to start on the image and click and hold down the left mouse button and drag the mouse pointer to any location the on the page to end the line.

8.10 Connected Line

This tool is useful after an annotation object has been put in place and the user wishes to modify it. Click the 'Arrow" icon and then click the annotation item. The user may move or modify the item.

8.11 Line Arrow

To draw freehand on an image, click the 'Freehand' button. Place the mouse pointer wherever a drawing is to start, click and hold down the left mouse button and draw freely on the page. The user can create whatever drawing they want.

8.12 Text Box

To add text to an image, click the 'Text' button. Create the text box by placing the mouse pointer to the top and left of desired start position and hold down the left mouse button. Drag the mouse pointer to create the box. Place the Page 46 of 63

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mouse pointer where text is to be added in the text box and click it once. A small vertical line will be displayed on the image where the user may begin typing text.

8.13 Sticky Note

To add a Sticky Note to an image, click the 'Attach-A-Note' button. Place the mouse pointer to the top and left of where you want the note to be located on the image and click and hold down the left mouse button. Drag the mouse pointer down and to the right of what you want to highlight and then release the mouse button. A small vertical line will be displayed on the Sticky Note image where the user may begin typing text.

8.14 Freehand To draw freehand on an image, click the 'Freehand' button. Place the mouse pointer wherever a drawing is to start, click and hold down the left mouse button and draw freely on the page. The user can create whatever drawing they want.

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9.0 Maintenance Changes to the various drop-down lists (i.e. Items, Vendors, Customers, etc) are done from Maintenance. The Maintenance screens are available by clicking on 'Maintenance" on the Menu Bar and selecting the appropriate item in the drop-down box. You can also make changes to the 'Scan Folders' used when scanning or importing documents into ScanStationâ&#x201E;˘.

9.1 Lookups - Items To draw freehand on an image, click the 'Freehand' button. Place the mouse pointer wherever a drawing is to start, click and hold down the left mouse button and draw freely on the page. The user can create whatever drawing they want. In Item Maintenance you can add items, edit the items already in the list, or delete items from the list. To edit, find the item you want to make changes to (either by scrolling through the list or using the search box at the bottom of the window). Then click the box containing either the sku/item number or description you want to change. The fields are all editable (with sufficient permissions) and any changes you make to the information in the box is instantly saved. To delete an item, find the item you want to remove (either by scrolling through the list or using the search box at the bottom of the window). Right click on the item in question and select 'delete from the menu.

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To add an item to the list, right click on any of the fields and select 'New' from the menu. In the new window enter the sku or part# in the first field and the description of the in the second field; click OK to save. The item will now be at the bottom of the list; however you can click on any of the column headers to sort by that column.

9.2 Vendor Maintenance In Vendor Maintenance you can add vendors, edit the vendors already in the list, or delete vendors from the list. To edit, find the vendor you want to make changes to (either by scrolling through the list or using the search box Page 49 of 63

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at the bottom of the window). Then click on any of the vendor fields you want to change. All the fields are editable (with sufficient permissions) and any changes you make to the information in the boxes are instantly saved. To add a vendor to the list, right click on any of the fields and select 'New' from the menu. In the new window enter the vendor information in the appropriate fields; click OK to save. The vendor will now be at the bottom of the list; however you can click on any of the column headers to sort by that column. To delete a vendor, find the vendor you want to remove (either by scrolling through the list or using the search box at the bottom of the window). Right click on the vendor in question and select 'delete from the menu.

9.3 Customer Maintenance In Customer Maintenance you can add customers, edit the customers already in the list, or delete customers from the list. To edit, find the customer you want to make changes to (either by scrolling through the list or using the search box at the bottom of the window). Then click on any of the customer fields you want to change. All the fields are editable (with sufficient permissions) and any changes you make to the information in the boxes are instantly saved. The Tracebackâ&#x201E;˘ column checkboxes control whether a customer will be present in the customer dropdown list in Tracebackâ&#x201E;˘. To delete a customer, find the customer you want to remove (either by scrolling through the list or using the search box at the bottom of the window). Right click on the customer in question and select 'delete from the menu. To add a customer to the list, right click on any of the fields and select 'New' from the menu. In the new window enter the customer information in the appropriate fields; click OK to save. The customer will now be at the bottom of the list; however you can click on any of the column headers to sort by that column.

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9.4 Folder Maintenance In Folder Maintenance you can make changes to the Scan Folders in the lower left hand side of the Document Filing screen. Use the New, Edit or Delete buttons to perform those actions. You can change the order of the folders by using the 'Adjust Display Order arrows at the bottom of the window.

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10.0 JobDataReportTM Much like TraceBack allows you to associate certain documents to customers, JobDataReport™ allows documents to be assigned to certain projects. This handy component also allows you to associate extra UDF fields to the project as well as burn copies of all the documents associated to a project to a blank CD/DVD. You can then use JDRReader to search the JobDataReport™ CD much like EZSearch™ allows you to search in ScanStation™.

10.1 Applying JobDataReportTM 1.

Open EZSearch™ or EZTrace™ and perform a search as normal (see sections 5.7.1 & 6.4 on how to search using EZSearch™ or EZTrace™)

Right-click on the document(s) you want to add to a JobDataReport™ and select 'Apply JobDataReport™' from the menu

Select the JobDataReport™ project you want to associate the document(s) with from the drop down menu. Depending on the settings for that project there may be new UDF fields to fill in, just like in Document Indexing. Enter the information and then click 'Apply'.

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11.0 MetalTrace2MetalTraceTM MetalTrace2MetalTrace™enables the exchange of documents electronically, instantly and error-free between MetalTrace® users. Documents that exist in one MetalTrace® database can be transmitted ElectroMagically™ to another MetalTrace® database. This eliminates the cost of manual receipt, re-entry and error.MetalTrace2MetalTrace™increases efficiency and virtually eliminates the cost of document transmission between companies.

11.1 MetalTrace2MetalTraceTM 1.

Open EZSearch™ or EZTrace™ and perform a search as normal (see sections 5.7.1 & 6.4 on how to search using EZSearch™ or EZTrace™)

Right-click on the document(s) you want to add to a JobDataReport™ and select 'Apply JobDataReport™' from the menu

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MetalTrace2MetalTrace is built on a publication/subscriber model. A unique GUID is generated by Trace in the vendor (publisher) MetalTrace system and is then imported (again by Trace) on the customer (subscriber) system.

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Included in this publication are which UDF (data fields) to send (i.e. part#/description, heat# & customer PO#). No other UDF data will be included.

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

Control over who can send documents through MetalTrace2MetalTrace is controlled in the group security settings (it can also be set on a user by user basis).

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Document transmission is done through email, meaning there are no ports (or other exploitable openings) in either clients’ systems. Emails can be encrypted and also sent with SSL.

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Included in the system generated emails are an XML file containing the data UDFs and the document image file. (MTRCreator2MetalTrace does not include the document image file as they are rendered first generation each time)

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Services are installed on both systems to generate/send and receive/import the MetalTrace2MetalTrace documents, users simply select the customer from the ‘Send MetalTrace2MetalTrace’ drop down

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‘Send MetalTrace2MetalTrace’ can also be done from MetalTrace Online

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The customer (subscriber) can choose whether to allow the MetalTrace2MetalTrace document package to be directly imported into their system or to place it in quarantine to be reviewed.

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When reviewing the quarantine the customer can reject the document that was transmitted and provide the vendor with a notification email detailing why, all from the ScanStation GUI

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A product code cross reference list (Transformations List) is imported so the system can convert the vendor’s product code to the customers product code when importing. This list can be edited, added to afterwards as well

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Notification emails can be sent to announce successful transmission or failure when importing

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When a document fails to be imported (almost always because of a missing product cross reference in the Transformations list) the document image will still be ‘imported’ into the customer’s ‘scan inbox’ in the lower left corner of ScanStation so it can be manually entered and a notification email explaining why (including the UDF data) so that it can be corrected

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MetalTrace2MetalTraceTM Email Communication Flowchart

Vendor MetalTrace Database

MetalTrace2MetalTrace Outbound Service

Sent as outgoing (SMTP) email message to Inbound@Customer.com

Customer Email Server

Customer MetalTrace Inbound Service

Check server for new emails

Download new MetalTrace2MetalTrace emails from email server

Process document data from emails

Customer MetalTrace database

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12.0 BarCodeTraceTM BarCodeTrace™ allows you to store document indexing information inside barcodes and automatically index documents using that information rather than entering it manually.

12.1 Executing Bar Coding

To use bar coding in ScanStation™ follow the following procedure:

Scan in your barcode sheets by clicking on the "Capture a Barcode Ready Document" button or by using the file menu File > Scan Barcode Documents.

Select the Branch and folder to scan the document into.

Open the scan document by clicking the file under the selected folder.

Click on the 'New' button to open a new document.

Click on the 'Link BarCode Sheet' button.  Select the BarCode template.  Check the 'Scan First Page only' if applicable  Check the 'Do not include Barcode Sheet' if the barcode sheet is on a separate sheet and you do not want to link it part of the document.

Click on 'Detect BarCode Value(s)'.

The BarCode values that are detected will be displayed in the drop-down list. Select the desired value and click on 'Ok'.

The data corresponding to the barcode value will then be populated in the data fields

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13.0 Exiting ScanStation To exit ScanStationâ&#x201E;˘, click File then Exit from the menu, use the shortcut key combination (F + X) or click on the X at the top right of the application window. A box will appear asking you to save any unsaved work.

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14.0 Troubleshooting When the user encounters an error message in ScanStation™, the most important thing is that the error is recorded right away so the technical support department can identify the problem. If the error is reported in the correct manner, it will be easier to solve the problem. To record an error message:

   

Press 'Alt + Print Screen' to copy the message to the clipboard Open a word processor such as Word or WordPad. After the word processor is open, press Ctrl + V or right click and select Paste. After the message is pasted into the word processor, print it for future reference and to help you when report the error to technical support. You can also paste it into an email and send it to technical support so that they can have a better idea of what you are speaking to them about.

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15.0 Appendix When the user encounters an error message in ScanStation™, the most important thing is that the error is recorded right away so the technical support department can identify the problem. If the error is reported in the correct manner, it will be easier to solve the problem. To record an error message:

15.1 Core Features & Extra Components While most of the features shown in this manual are included with every ScanStation™, some of the components and features require an extra license in order to use them. The following chart breaks down each major feature and whether it is included with ScanStation™ automatically or if it requires additional licensing.

Feature

Value

Index Documents

Core Feature

Document Annotation

Core Feature

Replace Pages Document Duplication Checker Scan/ Import Pages Print Documents Email Documents EZSearch™ / EZTrace™ TraceBack™ BarCodeTrace™ JobDataReport™ SuperSearchTM™

Core Feature Core Feature Core Feature Core Feature Core Feature Core Feature Core Feature License Extra License Extra License Extra

15.2 Upgraded Features From ScanStation 5.X Below is an outline of some of the features that are offered in our new software.

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We have good news for you! As you are undoubtedly aware, Trace Applications has spent the last two years developing an ambitious, from-the-ground-up, “re-platforming” of our MetalTrace® software suite to work with the newest Microsoft Windows Operating Systems. We are proud to announce that the next generation of MetalTrace® has arrived. You have been hearing about it and it is here, so we would like to schedule your MetalTrace® upgrade and training, based on your availability, so you can use the new features and functionality as soon as possible. Here is a list of just some of the major additional features/benefits: MetalTrace®  Expanded browser support - MetalTrace is written in HTML5 which makes it compatible with all major browsers, Internet Explorer, Firefox, Google Chrome, and others.

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Mobile compatible, to allow smart phones and tablets to access MetalTrace remotely as well.

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No more ‘Pop-Up’ windows – documents viewed in MetalTrace® will no longer open in a new window, which previously could cause issues with pop-up blocking software.

SCANSTATION™  Fully re-written, from the ground up, to fully resolve the .NET 1.1 conflict (sometimes seen as an ‘object reference error’ in ScanStation).

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Windows 7 & 8 / Server 2008 & 2012 Compatible

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Native 64 bit support - we now offer a full 64 bit version of ScanStation which can take advantage of the increased resources of 64 bit versions of Windows

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Document Reports – Expanding the usability of the Document Summary Cover Page, you now have incredible flexibility in determining the layout of any type of cover page and other documents in document packages. You are only limited by your imagination.

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Improved PDF support which resolves issues with some secured PDF files not being able to be imported into the system. Imported PDF files will be stored as PDF files and will not need to converted to TIFF files.

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Master List / Drop-down List functional expansion – previously you were limited to 3 drop-down lists (vendors, customers, items) for each document type. You can now have up to 30.

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Dates – when entering dates into the system you can select the date from a graphical calendar as opposed to having to type the date manually

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Scanners - WIA (Windows Image Acquisition) scanner drivers are now supported for both 32-bit and 64-bit version of ScanStation™ in addition to TWAIN drivers

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16.0 Index When the user encounters an error message in ScanStation™, the most important thing is that the error is recorded right away so the technical support department can identify the problem. If the error is reported in the correct manner, it will be easier to solve the problem. To record an error message: Add Page to Existing Document ................. 39 Annotation ................................................ 70, 74 Fill Rectangle ............................................. 75 Freehand .................................................... 75 Highlighting................................................. 75 Hollow Rectangle ...................................... 75 Image Stamp.............................................. 76 Lines............................................................ 75 Modify.......................................................... 75 Notes ........................................................... 76 Stamp Template ........................................ 76 Text.............................................................. 75 BarCodeTrace™ ........................................... 62

Logging into ScanStation™ ........................... 6 Maintenance................................................... 77 Customer List............................................. 82 Folders ........................................................ 83 Item List ...................................................... 79 Vendor List ................................................. 81 Menu Bar .......................................................... 8 Minimum Requirements ................................. 4 Printers............................................................ 15 Recommended Hardware .............................. 4 Scanner Requirements ................................ 5 Scanners......................................................... 15 Recommended Setting ............................. 15

Configuration of ScanStation®™................... 15

Scanning Documents.................................... 22 ScanStation™ Terms...................................... 6 Batch ............................................................. 6 Device ........................................................... 6 Shortcut Key................................................. 6 Table ............................................................. 6 Session Options ............................................ 16 Contact Information................................... 17 Email Settings ............................................ 19 International Settings ................................ 18 Quick Print .................................................. 18 System Requirements .................................... 4 Toolbar ............................................................ 10 TraceBack™ .................................................. 55 Troubleshooting............................................. 84 User Settings.................................................. 15 Windows Terms............................................... 5

Configuration of TraceAbility……20 Delete an Existing Document ................ 31, 40 Deleting Folder .......................................................... 31 Scan ............................................................ 31 Document Capture ........................................ 22 Document Duplication Checker................... 30 Exiting ScanStation™................................... 84 Feature List .................................................... 85 Getting Started ................................................ 5 Graphical Interface.......................................... 5 Hardware Requirements ................................ 4 Image Display Window................................. 11 Importing an Image ....................................... 31 Introduction ...................................................... 4 JobDataReport™........................................... 65 Keyboard Interface.......................................... 9

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