CHAPTER 18 DOCUMENT IMAGING MODULE 18.0 OVERVIEW 18.1 REQUIREMENTS AND INSTALLATION Special Requirements Mapping Network Drive

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1 EXTENDED SERVICE OPTIONS CHAPTER OVERVIEW Collection agencies frequently require the ability to save documents related to collection efforts. For example, agencies doing commercial collections may need to save copies of unpaid debtor invoices, or agencies doing NSF check collections may need to save copies of NSF checks for legal proceedings. The Debt$Net Document Imaging Module allows agencies to not only scan and retain images directly in Debt$Net, but provides easy access to those images from debtor, account, client, or contact manager screens. The Document Imaging Module allows you to define categories of images (image types), link those categories to specific areas within Debt$Net (such as client, debtor, account or contact screens), scan and save images, and then access them by clicking a button REQUIREMENTS AND INSTALLATION Special Requirements To scan documents, your computer must be connected to a scanner and must have the scanning software installed before installing the Document Imaging ESO. The scanner must be twain-compliant Mapping Network Drive In order to access images from each workstation, each workstation must have the same network drive mapped. For example, Z:/Images. Passing the network path name will not work, it must be done through a mapped drive. Copyright 2010 The Computer Manager, Inc. 18-1

2 EXTENDED SERVICE OPTIONS Installation The Document Image ESO is easily installed on your computer using the installation program on the supplied CD. You must first exit Debt$Net and have all users log off the system. This is required so that the ESO installs and updates the menu options correctly. Then, follow the steps below. 1. Insert the Document Imaging ESO CD into the CD-ROM drive. The installation process should self-start. Follow the directions provided by the Install Shield. Choose TYPICAL install for the computer that has the scanner attached. Choose COMPACT install for all other computers that will be viewing scanned images. 2. If the Document Imaging ESO does not self-start, click the Windows Start button on the bottom of your screen and select Run... from the Start Menu. Type D:Setup.exe, where D is your CD-ROM drive (Figure 1-1). Click the OK button. Figure Start Menu Run Option. NOTE: Be sure to install the Document Imaging ESO into your network Debt$Net directory. When the installation completes, the Setup Complete Screen appears telling you that you correctly installed the Document Imaging ESO. Click the Finish button to complete the process Copyright 2010 The Computer Manager, Inc.

3 EXTENDED SERVICE OPTIONS 18.2 AGENCY FILE MAINTENANCE DEFAULTS The first step before using the Document Imaging ESO is to set up the default file type and directory. To do this, select Agency File Maintenance from the Utilities menu. Click on the ESO tab. You will see two additional fields which have been added to the tab during the installation process (Figure 18-2). Figure Agency File Maintenance ESO Tab. In the field Image File Type, enter the file extension for the image type you want to use as default (e.g., JPG, BMP, PDF, or TIF). As with other defaults in Debt$Net, you can change the image type when a document is scanned. However, this is the image type that you will typically use. In the field Image File Path, enter the directory to default to for storage of your image files. Hit Save to capture the changes and default values. Copyright 2010 The Computer Manager, Inc. 18-3

4 EXTENDED SERVICE OPTIONS 18.3 DEFINING IMAGE TYPES The next step to scanning an image into Debt$Net is defining the image type. Image types define the kind of image and where the image saves in Debt$Net (for example, the account file, debtor file, etc.) To set up image types, select Image File Definitions from the Image ESO Submenu, under the ESO s Menu (Figure 18-3). Figure Image File Definitions Menu Option. The Image Type Selection Form displays (Figure 18-4). This form contains a scrolling list of existing image types and allows you to add, edit and delete an image type. Figure Image Type Selection Form Copyright 2010 The Computer Manager, Inc.

5 EXTENDED SERVICE OPTIONS To add a new image type, select the Add button. The Debt$Net Image Definition Edit Form displays (Figure 18-5). Figure Debt$Net Image Definition Form. Enter a unique four-character image type label in the Type field, followed by a short description of the image type in the Description field. Select the type of Debt$Net file to link the image to from the Key drop down list. The list contains four options: AC (Account File); DB (Debtor File); CL (Client File); and CN (Contact Manager File). For example, if you select AC, the image saves in the account file and is available through the Account Maintenance Screen. After entering a Key, the Key Type (ACCOUNT, DEBTOR, CLIENT, or CONTACT) will display. Select the image type (e.g., JPG, BMP, PDF, or TIF) for the image. TIFF image types are used for multiple page documents. Check the box Show Scanner Interface if you want the scanner interface window to open each time a document is scanned. Leave blank if you want Debt$Net to use the default settings to scan. Select Save to save your new image type or Quit to exit the screen without saving. You return to the Image Type Selection Form. To modify an existing image type, highlight it in the Image Type Selection Form scroll list or enter the type name in the Type field on the Image Type Selection Form. Click the Select button. The Copyright 2010 The Computer Manager, Inc. 18-5

6 EXTENDED SERVICE OPTIONS Debt$Net Image Type Selection Form displays and you may view and/or edit the information. To delete an image type, highlight it in the scroll list and select the Delete button. A box appears verifying that you want to delete the record. Select Yes to proceed or No to cancel SCANNING A NEW IMAGE USING THE ACCOUNT/DEBTOR OR CLIENT/CONTACT SCREENS Installation of the Document Imaging ESO adds a new Images button to both the Account Maintenance Screen and the Debtor Edit Form, as well as the Client Inquire/Change Form and Contact Inquire/Change Form (Figures 18-6, 18-7, and 18-8). This button allows you to scan new images directly from these screens. Figure Account Maintenance Screen with Images Button Copyright 2010 The Computer Manager, Inc.

7 EXTENDED SERVICE OPTIONS Figure Debtor Edit Form with Images Button. Figure Client Inquire/Change Form with Images Button. Copyright 2010 The Computer Manager, Inc. 18-7

8 EXTENDED SERVICE OPTIONS Adding a Document to the Account or Debtor To add an image to the account or debtor file, access the Account Maintenance Screen by selecting Inquire/Change from the Account/Debtor Menu (Figure 18-9). Figure Account/Debtor Inquire/Change Menu Option. When the Debtor Selection Form displays, select the appropriate debtor from the list to display that debtor s Base Working Screen. To add an image linked to debtor information, select the Debtor button from the Base Working screen. To add an image linked to account information, highlight the appropriate account and select the Account button. When the Debtor Edit Form or the Account Maintenance Screen displays (depending on your selection) select the Images button to display the Image Selection Form (Figure 18-10). Figure Image Selection Form from Debtor Edit Form Copyright 2010 The Computer Manager, Inc.

9 EXTENDED SERVICE OPTIONS To add a new image select the Add button. The Image Type Selection Form displays (Figure 18-11), listing the image types linked to the type of record (account, debtor, client, or contact) you are working on. Figure Image Type Selection Form for Debtor File. Highlight an image type from the list and click the Select button or, if you don t see the type of image you would like to add, select the Add button to add a new image type (see Section 18.3, Defining Image Types, for information on adding a new image type). After you select the image type, the Image Scanning Form displays (Figure 18-12). Copyright 2010 The Computer Manager, Inc. 18-9

10 EXTENDED SERVICE OPTIONS Figure Image Scanning Form. Enter a remark in the Comments field, then click the SCAN button to scan the image. Depending on the type of scanner installed on your computer the scanning options screen will vary. Generally, the scanning options screen allows you to preview the scanned image, alter the size and resolution of the image, and change color options. After you make your selections, select the option to scan the document according to your scanning software instructions. After the document scans, you return to the Image Scanning Form, where you may save the new image, by selecting Save, or exit the screen without saving by clicking Quit. NOTE: If you checked the box Show Scanner Interface when defining the image type, Debt$Net will display the scanner interface window. Please refer to the documentation provided with your scanner. Depending on the type of scanner installed on your computer the scanning options screen will vary. Generally, the scanning options screen allows you to preview the scanned image, alter the size and resolution of the image, and change color options. After you make your selections, select the option to scan the document according to your scanning software instructions. After the document scans, you return to the Image Scanning From, where you may save the new image by selecting Save, or exit the screen without saving by clicking Quit. NOTE: The higher the scanner resolution setting is, the larger the file size will be for the scanned image Copyright 2010 The Computer Manager, Inc.

11 EXTENDED SERVICE OPTIONS There are three other buttons on the Image Scanning Form. The Link button will let you attach a file to a debtor, account, client, or contact record that has already been scanned. Hitting the Link button will display a directory selection screen (Figure 18-13). Figure Directory Selection Screen. Browse through the directory to locate the file. Hit the Select button and the file will attach. You will be returned to the Image Scanning Form. A copy of the scanned image can be printed using the Print button. Hitting the About button will display the Pegasus Imaging Corporation licensing information. Copyright 2010 The Computer Manager, Inc

12 EXTENDED SERVICE OPTIONS Adding a Document to the Client or Contact To add a document to the client or contact screen select the appropriate submenu option (Client Inquire/Change or Maintain Contact File) from the Debt$Net main menu. When the client or contact scrolling list displays, select the designated client or contact. Select the Image button, and proceed as described in Section to scan the document SCANNING A NEW IMAGE USING THE ESO S MENU Images can also be scanned from the Image File Selection option under the Image ESO submenu which is installed under ESO s. To scan images from the Image File Selection menu option, select this from the drop down menu (Figure 18-14). Figure Image File Selection Menu Option. The Image Selection Form (Figure 18-15) allows you to view the images loaded into your data files, add new images, or delete images no longer needed. The form displays the image type ( Image Ty ); the type of file to which the image is linked ( Key Type ); the account, debtor, client or contact number to which the image is linked ( Key ); remarks about the image ( Comments ); and the file format ( File Type ) Copyright 2010 The Computer Manager, Inc.

13 EXTENDED SERVICE OPTIONS Figure Image Selection Form. You may view the scrolling list by image type or by key type by clicking on the appropriate radio buttons. Selecting Image Type prompts you to select an image type from a dropdown list of image types already created. Selecting Key Type prompts you choose the type of file to which the image is linked from the dropdown list. You may choose the debtor file (DB), the account file (AC), the client file (CL), or the contact file (CN). You may view an image in the scroll list by highlighting it and clicking the Select button, and you may delete an image no longer needed by highlighting the image and selecting the Delete button Adding A New Image To add a new image to Debt$Net, first flag the Key Type radio button and select the type of file to which you would like to add the image from the drop down list. After making your selection, enter the appropriate Copyright 2010 The Computer Manager, Inc

14 EXTENDED SERVICE OPTIONS debtor, account or client number in the field (now labeled, Debtor, Account, Client, or Contact depending on your previous selection). Right click the field to select from a selection list. After entering the number, select the Add button. The Image Type Selection Form displays (Figure 18-16), listing the image types linked to the type of file you selection from the Key Type drop down list. Highlight an image type from the list and click the Select button or, if you don t see the type of image you would like to add, select the Add button to add a new image type (see Section 18.3, Defining Image Types, for information on adding a new image type). Figure Image Type Selection Form for Debtor File. After you select the image type the Image Scanning Form displays (Figure 18-17) Copyright 2010 The Computer Manager, Inc.

15 EXTENDED SERVICE OPTIONS Figure Image Scanning Form. Enter a remark in the Comments field, then click the SCAN button to scan the image. Depending on the type of scanner installed on your computer the scanning options screen will vary. Generally, the scanning options screen allows you to preview the scanned image, alter the size and resolution of the image, and change color options. After you make your selections, select the option to scan the document according to your scanning software instructions. After the document scans, you return to the Image Scanning From, where you may save the new image, by selecting Save, or exit the screen without saving by clicking Quit. NOTE: If you checked the box Show Scanner Interface when defining the image type, Debt$Net will display the scanner interface window. Please refer to the documentation provided with your scanner. Depending on the type of scanner installed on your computer the scanning options screen will vary. Generally, the scanning options screen allows you to preview the scanned image, alter the size and resolution of the image, and change color options. After you make your selections, select the option to scan the document according to your scanning software instructions. After the document scans, you return to the Image Scanning From, where you may save the new image by selecting Save, or exit the screen without saving by clicking Quit. NOTE: The higher the scanner resolution setting is, the larger the file size will be for the scanned image. Copyright 2010 The Computer Manager, Inc

16 EXTENDED SERVICE OPTIONS There are three other buttons on the Image Scanning Form. The Link button will let you attach a file to a debtor, account, client, or contact record that has already been scanned. Hitting the Link button will display a directory selection screen (Figure 18-18). Figure Directory Selection Screen. Browse through the directory to locate the file. Hit the Select button and the file will attach. You will be returned to the Image Scanning Form. A copy of the scanned image can be printed using the Print button. Hitting the About button will display the Pegasus Imaging Corporation licensing information Copyright 2010 The Computer Manager, Inc.