DocFinity User Guide for Managers
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If you would like to download a copy of these instructions, select the three dots in the top right corner of this page and select Export to PDF. |
Login
DocFinity can be accessed through the my.fairfield.edu portal. NetID credentials are required to log in to the system.
Login Window Details
- Username = Your NetID
- Password = Your NetID password
- Consent page = Opens to DocFinity Workspaces home page
Your Workspace
The workspace can be customized to display panels of data and documents. Select the Panels tab and then the panels to display when you log in. With only search and view access, you will likely want to see the Search, Results, and Document Viewer panels.
The panels can be minimized, removed, and resized. You can resize the panels by hovering over the lines between each panel and moving them left/right or up/down.
Scanning
- Prepare documents for scanning.
- Place documents in a multi-function printer or desktop scanner.
- Login to DocFinity.
- Select Workspaces > Scanning
- A new panel will open with the scanning menu. On the bottom left of the profile page, select Scanning Settings. This will open the first scanner settings page.
- The scanner connected to the computer should appear by default. Select the desired paper source: ADF (auto-feeder) or Flatbed, then check off display under Scanner interface and select Next
- Select the desired Scan Profile from the drop-down menu. Category and Document Type are not required but can be configured if you know how the documents are to be indexed.
- Select Scan
Scanned documents will appear in the Document Viewer panel. If multi-page is selected in the Scan Profile, the document will be scanned as one file with multiple pages (this would be used to index multiple pages for one student). If single page is selected in the Scan Profile, each page will create a separate file (this would be used if multiple copies of the same document need to be indexed for different students). Since display was selected under Scanner interface, a second scanning settings window will appear. This page is used to change or modify basic or advanced settings on the scanner connected to the computer. Modifying any of these settings will overwrite the previous scan setup (for multi, single page, duplex, simplex, etc.) - Scan Profiles. This window will always default to the settings shown below and rest each time even if the settings have been modified.
Indexing
- Reopen the DocFinity tab in the browser and select Workspaces > Indexing.
- The Batches panel will display the Progress column which will list the batches as incomplete. The documents will move to required status after they are indexed and committed.
- Double click on a batch to index it.
- Documents can also be edited in this view, or opened in the computer's native PDF reader.
- Select the desired Category and Document Type. Enter the Student ID to associate with the indexed document. The other user information will populate automatically.
- Select Save to apply the metadata to the document.
- The process of the Checked Out Batch will then change to all required.
- The batch can then be committed and the document will be indexed and removed from the batch list.
Indexing Panel Interface
| Save Metadata | Save all metadata for all documents in the batch for future indexing. |
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Index Rest | Index the remaining documents in a batch with the metadata associated with the current document. Requires the Index Rest Feature Right. |
| Index All | Index all the documents in a batch with the metadata associated with the current document. Requires the Index All Documents Feature Right. |
| Check-in Batch | Check in the current batch so others may work with it. All metadata indexed is saved, but documents are not marked as indexed until a user commits the batch. |
| Commit Batch | Index the documents in the currently checked-out batch. Only documents with a complete set of metadata (all required metadata) are indexed. Any remaining documents stay in the batch, which is automatically checked in, to be indexed later. If all documents in a batch are indexed, the batch is removed. |
| Clear Document's Metadata | Deletes any saved metadata associated with the document and returns it to an unindexed state, as well as clears any user-entered data from indexing fields. |
| Require the Unindex Documents Feature Right | |
| Reset to Document's Saved Metadata | Clears any user-entered data from indexing fields and returns the document’s metadata to values they had when last saved. |
| View Document | Display the current document in Document Viewer Requires the View document security access to the document. |
Batches Panel Interface
Batch not Checked Out
| Panel Menu |
| Opens the Panel Menu. |
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| Buttons / Panel Menu Options / Right-Click Context Options | Batch options. Some options are only available when a batch is checked out. Options vary depending on context and a user's Feature Rights. | |
| Upload Files |
| Upload files to the user's My Uploads batch for indexing. Opens Upload Files. Uploading automatically checks out the My Uploads batch. Requires File Upload and Index Documents Feature Rights. |
| Scan New Batch |
| Scan documents for indexing. Opens the Scan workspace. Requires Allow Scanning Feature Right. |
Check Out Batch |
| Check out the selected batch for indexing. (Batches must be checked out before they can be indexed. A checked-out batch can only be indexed by the user who checked it out.) Switches the Batches panel to Checked-Out View and opens the Document Viewer and Index panels. Note: While the My Uploads batch can contain an unlimited number of documents, if there are more than 500 documents in the batch, only the first 500 documents will be checked out at a time. |
Delete Batch |
| Delete the selected batch from the system. This also deletes all documents in the batch. You are prompted to confirm the deletion. Requires Delete Batches Feature Right and Delete document security access to the documents in the batch. |
| Refresh Now |
| Refresh the Batches list immediately. |
| Pause / Resume Refresh |
| Pause automatic refreshing of the Batches list. |
| Set Refresh Interval... | Change the automatic refresh interval. Opens Set Refresh Interval. | |
| Indexing Preferences | Change indexing settings. Opens Preferences > Indexing Settings. | |
| Help |  | Display the panel’s online help. |
| Show Toolbar | Toggle the display of the button bar. Default is Show (Checked). | |
| Batch List | Displays the user's currently available batches. Receive Batches feature right required for batches assigned to the user’s groups to be displayed. For batches that have been partially indexed during scanning or importing, only batches containing Document Types to which the user has View document security access permission are displayed. | |
| Checked Out Indicator | Indicates whether the batch is checked out | |
| Name | The name of the batch. | |
| Documents | Number of documents in the batch. | |
| Date Created | The date the batch was created. | |
| Status | The current status of the batch: checked out or checked in. | |
Batch Checked Out
| Panel Menu |
| Opens the Panel Menu. |
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| Buttons / Panel Menu Options / Right-Click Context Options | Batch options. Some options are only available when a batch is checked out. Options vary depending on context and a user's Feature Rights. | |
| Upload Files |
| Upload files to the user's My Uploads batch for indexing. Opens Upload Files. Uploading automatically checks out the My Uploads batch. Requires File Upload and Index Documents Feature Rights. |
| Create New Batch |
| Only available when viewing My Uploads. Create a batch from the documents in My Uploads. Opens Create Batch. Requires the File Upload and View Groups feature rights. |
| Scan New Batch |
| Scan documents for indexing. Opens the Scan workspace. Requires Allow Scanning Feature Right. |
| Check In Batch |
| Index the documents in the currently checked-out batch. You are prompted to confirm the commit. Only documents with a complete set of metadata (all required metadata) are indexed. Any remaining documents stay in the batch, which is automatically checked in, to be indexed later. If all documents in a batch are indexed, the batch is removed. |
| Commit Batch |
| Index the documents in the currently checked-out batch. You are prompted to confirm the commit. Only documents with a complete set of metadata (all required metadata) are indexed. Any remaining documents stay in the batch, which is automatically checked in, to be indexed later. If all documents in a batch are indexed, the batch is removed. |
| Delete Batch |
| Delete the selected batch from the system. This also deletes all documents in the batch. You are prompted to confirm the deletion. Requires the Delete Batches Feature Right and Delete document security access to each document in the batch. |
| View Document |
| Display the selected document in the Document Viewer panel. Requires View document security access to the document. |
| Print Document(s) |
| Print the selected document. Opens Print. Printing requires the Print Feature Right and View document security access to the document to be printed (override_redaction required to print a document without its redactions; view_markup to print with its markups). |
| Create Pointer |
| Create a pointer to the selected document. The pointer is added to the currently checked-out batch for indexing. Requires the Create Pointer and Index Feature Rights and Listdocument security access permission to the document. If a user has Update security permissions, the source’s metadata is copied to the pointer and the pointer will have the same Document Type as the source; with just List access, the pointer is set to the Unindexed Document Type and no metadata is copied. Not available when multiple documents are selected. Pointers are a way to index the same document under different sets of metadata (and even a different Category and Document Type). The pointer “points” to the original document, only with its own unique set of searchable metadata. Pointers display in search results as a separate result. You can point to the same document using any number of pointers. Pointers can be checked out for editing (provided the user has EDIT security access to the Document Type) using Download to Edit and Edit Document in Native Application, and if changes are checked back in (using Replace, Send to DocFinity or Print to DocFinity) the pointer ceases to be a pointer to the original document and instead points to a new copy of the document as edited. The original document remains unchanged, and all other pointers will still point to the original document. |
Edit Document |
| Checks the selected document out for editing and sends it to the Document Viewer, where you can split checked-out documents, create new documents, copy pages from checked-out document to another, and change the orientation of pages within a checked-out document. Requires EDIT security access to the document. |
Delete Document |
| Delete the selected document from the batch and from the system. You are prompted to confirm the deletion. Requires Delete permissions per Document Type. |
| View Thumbnails |
| Displays the documents in the batch as thumbnail images. Click to select a document and make it the current document – the document the Index panel is set to index. Clicking a thumbnail also displays it in Document Viewer. |
| View Details |
| Displays the documents in the batch in a list, detailing the batch’s indexing progress, name, Category, Document Type, the date it was created, and the username of the user who created it. (View Details is the default view mode when thumbnails are deactivated system-wide.) |
| Indexing Preferences | Change indexing settings. Opens Preferences > Indexing Settings. | |
| Help | | Display the panel’s online help. |
| Show Toolbar | Toggle the display of the button bar. Default is Show (Checked). | |
Splitting Batches
- Double click on the batch that will be split. Select Edit in the Document Viewer panel.
- Select the first page, scroll to the last page. Hold SHIFT on the keyboard and select the last page to highlight all pages.
- Right click on the highlighted pages and select Split Document... or select the Split option in the menu bar.
- The Split Document window will appear. Do not adjust any settings. Simply select Split. There may be a brief delay depending on how many pages were included in the batch.
- Each individual document can now be indexed.
Re-indexing
- Search for the document you would like to reindex. For instructions on how to search, see the DocFinity User Guide for Searching/Viewing
- Select the document by checking off the box to the left and selecting the Re-index option in the menu, or right-clicking the document and selecting Re-index from the menu that appears.
Deleting
If a document is deleted by mistake, a request can be submitted for the document to be restored by an administrator if it has not been permanently deleted by the system. The request must include as much detail as possible in order for the attempt to locate it to have a high probability of success. Information to include in the request would be: the username of the person who deleted the document, what day/time it was deleted, what document type was indexed as, the contract number or purchase order number of the document.
Print-to
This feature of the DocFinity desktop application can be used when a document that needs to be indexed in DocFinity has already been digitized and is open in another application on the computer.
- Open the print menu of the application the document is in.
- Select the Print To DocFinity printer as the printer the document will be sent to
- Select Print
- The document will then open in a new tab in the browser. The document can be edited from this tab and then indexed.
Send To
This feature can be used when the document that needs to be indexed in DocFinity has already been digitized, but you do not want to open it in its native application. Right-click on the document in the File Explorer and select the option to Send To DocFinity from the menu that appears.
Uploads
Documents that are already saved on the computer can also be uploaded to DocFinity
- Open DocFinity in the browser and select Workspaces > Indexing.
- Select the Upload option in the Batches panel menu.
- Use the Browse button to find and select the documents, or the documents can be dragged and dropped into the Upload Files window that appears. Ensure the file is dropped over the words Drop files here to upload otherwise it may not upload successfully.
- Once the files have been added, select the Upload button to upload them to DocFinity.
- When the filename turns green and the checkmark appears, the file has been uploaded successfully.
- Files uploaded in this way will only appear in your batch of My Uploads. This document can only be indexed by the user who uploaded it. No other users will be able to see these documents in the Batches panel.
- The documents will then be indexed just as they are in other batches.