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DocFinity can be accessed through the my.fairfield.edu portal. NetID credentials are required to login log in to the system.

Login Window Details

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The workspace can be customized to display panels of data and documents. Select the Panels tab and then the panels to display when you loginlog in. With only search and view access, you will likely want to see the Search, Results, and Document Viewer panels.

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1. Prepare documents for scanning.
   
   
2. Place documents in a multi-function printer or desktop scanner.
   
   
3. Login to DocFinity.
   
   
4. Select Workspaces > Scanning
   
   
   
5. A new panel will open with the scanning menu. On the bottom left of the profile page, select Scanning Settings Settings. This will open to the first scanner settings page.
   
   
   
6. 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
   
   
7. 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.
   
   
   
8. 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.Image Removed
   
9. Select Scan

Indexing

1. Reopen the DocFinity tab in the browser and select Workspaces > Indexing.
   
   
2. The Batches panel will display the Progress column which will list the batches as incomplete. The documents will move to required status after the they are indexed and committed.
   
   
   
3. Double click on a batch to index it.
   
   
4. Documents can also be edited in this view, or opened in the computer's native PDF reader.
   
   
   
5. Select the desired Category and Document Type. Enter the Student ID to associate with the indexed document. The other user information will populate automatically.
   
   
   
6. Select Save to apply the metadata to the document. 
   
   
   
7. The process of the Checked Out Batch will then change toto all required. 
   
   
   
8. The batch can then be committed and the document will be indexed and removed from the batch list.
   

Indexing Panel Interface

Batches Panel Interface

Batch not Checked Out

Panel Menu	Image Modified	Opens the Panel Menu.
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	Image Modified	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	Image Modified	Scan documents for indexing. Opens the Scan workspace. Requires Allow Scanning Feature Right.
Check Out Batch	Image Modified	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	Image Modified	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	Image Modified	Refresh the Batches list immediately.
Pause / Resume Refresh	Image Modified	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	Image Modified	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 Image Modifiedor not checked out Image Modified.
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

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: checked out or checked in.

Batch Checked Out

Panel Menu	Image Modified	Opens the Panel Menu.
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	Image Modified	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	Image Modified	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	Image Modified	Scan documents for indexing. Opens the Scan workspace. Requires Allow Scanning Feature Right.
Check In Batch	Image Modified	Index the documents in the currently checked-out batch.  You are prompted to confirm the commit. Only documents

that have

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	Image Modified	Index the documents in the currently checked-out batch.  You are prompted to confirm the commit. Only documents

that have

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	Image Modified	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	Image Modified	Display the selected document in the Document Viewer panel. Requires View document security access to the document.
Print Document(s)	Image Modified	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	Image Modified	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

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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	Image Modified	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	Image Modified	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	Image Modified	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	Image Modified	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	Image Modified	Display the panel’s online help.
Show Toolbar	Toggle the display of the button bar. Default is Show (Checked).

Splitting Batches

1. Double click on the batch that will be split. Select Edit in the Document Viewer panel.
   
   
   
2. Select the first page, scroll to the last page. Hold SHIFT on the keyboard and select the last page to highlight all pages.
   
   
   
3. Right click on the highlighted pages and select Split Document... or select the Split option in the menu bar.
               
   
   
4. 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. 
   
   
   
5. Each individual document can now be indexed.
   

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1. Search for the document you would like to reindex. For instructions on how to search, see the DocFinity User Guide for Searching/Viewing
   
   
2. 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.
               

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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 it's 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.

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