Blue Doc User Manual

BlueDoc 1.2

User’s Manual

May 2007

Blue Project Software

BlueDoc – Document Management

1 Introduction ............................................................................................................4
1.1 About BlueDoc............................................................................................................. 4
1.2 Definitions................................................................................................................... 4
1.2.1 Documents....................................................................................................... 4
1.2.2 Folders ............................................................................................................. 4
1.2.3 Root Folder ...................................................................................................... 4
1.2.4 Current Folder.................................................................................................. 4
1.2.5 Links ................................................................................................................ 5
1.2.6 Document Versions.......................................................................................... 5
1.2.7 Categories of documents................................................................................. 5
1.2.8 Formats............................................................................................................ 6
1.2.9 Templates ........................................................................................................ 6
1.2.10 Workflows........................................................................................................ 6
1.2.11 Users ................................................................................................................ 7
1.2.12 User groups ..................................................................................................... 7
1.2.13 Rights .............................................................................................................. 8
1.3 System requirements .................................................................................................. 9
1.4 Technical support........................................................................................................ 9
2 How to…? ..............................................................................................................10
2.1 Change the current folder ......................................................................................... 10
2.2 Creating a folder ....................................................................................................... 10
2.3 Creating a document................................................................................................. 10
2.3.1 Importing the document from the hard-disk ................................................ 10
2.3.2 Creating a template based document ........................................................... 11
2.3.3 Scanning ........................................................................................................ 11
2.4 Visualize a document ................................................................................................ 11
2.5 Changing the document properties .......................................................................... 12
2.6 Working with document versions ............................................................................. 12
2.6.1 Adding a new version to a document ............................................................ 12
2.6.2 List of document versions.............................................................................. 14
2.7 Copy documents and folders..................................................................................... 14
2.8 Moving documents and folders ................................................................................. 15
2.9 Renaming a document .............................................................................................. 15
2.10 Renaming a folder..................................................................................................... 15
2.11 Creating a link ........................................................................................................... 16
2.12 Deleting documents and folders ............................................................................... 16
2.13 Searching for a document ......................................................................................... 17
2.14 Starting a workflow .................................................................................................. 17
2.15 Executing a workflow ............................................................................................... 18
2.15.1 Solving a workflow task ................................................................................ 18
2.15.2 Delegating a different user............................................................................ 19
2.15.3 Refusing a task .............................................................................................. 19
2.15.4 Seeing the completed tasks .......................................................................... 19
2.16 View workflow progress ........................................................................................... 20
2.17 Changing your password........................................................................................... 20
3 Configuring application.........................................................................................21
3.1 User administration................................................................................................... 21
3.1.1 Access rights system ..................................................................................... 21
3.1.2 Users groups.................................................................................................. 21
3.1.3 Adding users .................................................................................................. 22
3.1.4 Adding users to a group ................................................................................ 22
3.1.5 Removing a user from a group ...................................................................... 22

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3.1.6 Adding access rights...................................................................................... 23
3.1.7 Changing access rights.................................................................................. 23
3.1.8 Removing the access rights........................................................................... 24
3.2 Creating document categories .................................................................................. 24
3.2.1 Creating a generic criterion........................................................................... 24
3.2.2 Modifying a generic criterion......................................................................... 25
3.2.3 Adding a new category of documents ........................................................... 26
3.2.4 Adding a new criterion to a category of documents ..................................... 26
3.2.5 Modifying the criteria of a category of documents ....................................... 27
3.2.6 Deleting a category of documents................................................................. 27
3.3 Defining the document formats ................................................................................ 28
3.3.1 Adding a new document format .................................................................... 28
3.3.2 Modifying a document format ....................................................................... 29
3.3.3 Deleting a document format.......................................................................... 30
3.4 Defining document templates................................................................................... 30
3.4.1 Adding a new template category................................................................... 30
3.4.2 Modifying a templates category .................................................................... 30
3.4.3 Deleting a templates category ...................................................................... 31
3.4.4 Adding a new template.................................................................................. 31
3.4.5 Modifying a template..................................................................................... 31
3.4.6 Deleting a template ....................................................................................... 32
3.5 Defining workflows ................................................................................................... 32
3.5.1 Adding a new workflow................................................................................. 32
3.5.2 Modifying a workflow .................................................................................... 32
3.5.3 Deleting a workflow ...................................................................................... 32
3.6 Licensing ................................................................................................................... 33
4 The description of application’s screens ...............................................................34
4.1 Documents screen..................................................................................................... 34
4.1.1 Scanning window .......................................................................................... 35
4.1.2 Document properties window ....................................................................... 36
4.1.3 Document versions window .......................................................................... 37
4.2 Search Screen ........................................................................................................... 37
4.3 Inbox screen ............................................................................................................. 38
4.3.1 Info window .................................................................................................. 38
4.3.2 Attached documents window ........................................................................ 38
4.3.3 History window.............................................................................................. 39
4.4 Work screen .............................................................................................................. 39
4.5 Administration screen ............................................................................................... 40
4.5.1 User window .................................................................................................. 40
4.5.2 Categories window ........................................................................................ 40
4.5.3 Document formats window ........................................................................... 41
4.5.4 Document templates window........................................................................ 41
4.5.5 Workflows window ........................................................................................ 42
4.5.6 Workflow editor............................................................................................. 42
4.5.7 Users administration window........................................................................ 44
4.5.8 Server license window................................................................................... 45

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1 Introduction
1.1 About BlueDoc
Blue Project Software - BlueDoc is a document management system.
Featuring powerful search capabilities, BlueDoc is your perfect tool for document
storage and management.

You can define custom categories of documents and assign additional
information to the documents for classification purposes, such that you can
access them latter in a faster and more efficient manner.

Having an efficient indexing engine, BlueDoc allows you to easily request
queries based on multiple criteria, which may include even full-text search for
popular file formats such as Word, Excel, PowerPoint, PDF and not only.

BlueDoc is a client-server system designed especially for concurrent
usage by many users. It gives you the possibility to create user groups with
detailed specification of permissions and access levels to various stored folders
and documents.

Using BlueDoc you can define workflows to improve the circulation of the
documents. The workflow definition can be easily accomplished using the
provided graphical tool, which let you detailing the characteristics of the workflow
by establishing the component tasks and assigning them to specific persons.

1.2 Definitions
1.2.1 Documents
By the term document, we refer to any file stored in the BlueDoc Server
database.

A document can have assigned user defined classification criteria meant
to speed up the search processes.

1.2.2 Folders
You can use folders to group together a set of documents based on users’
needs. Since a folder may contain both documents and sub-folders, it results
folder hierarchy.

1.2.3 Root Folder
The topmost folder in the folders’ hierarchy is referred to as the root folder
or simply [root].

1.2.4 Current Folder
The current folder is the folder currently having its contents shown in the
Documents screen. The path to current folder is displayed above documents and
folders list.

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1.2.5 Links
A link to a document or to a folder is a shortcut to the location of that
document or folder, respectively.

The links facilitate the access to the documents outside the current folder.

At a given time, there can be more than one link to the same document/
folder, located in distinct folders.

1.2.6 Document Versions
In time a document may be subject to various modifications. You can
keep all these changes using document versions. This way you are given the
possibility to view the changes and even to restore the document to a previous
version.

Each document version have assigned a number. The first document
version (associated with the document creation) has the number 1.0. When the
next version is created, you can choose its current number based on the
significance of the changes occurred in the document.

For a minor change (or set of changes) the number after the dot will be
increased (e.g., the version 1.0 will become version 1.1).

In the case of major document changes, the number in front of the dot will
be increased whereas the number of the minor version will be set to zero (e.g.,
version 1.x will become version 2.0).

Current document version
The newly created version will be set automatically as the current
document version.

All the changes made to the document will be applied to the current
document version.

It is evident that if a document has a single version, this version is also the
current document version.

1.2.7 Categories of documents
The documents can be grouped into document categories to improve their
further retrieval. A document category may possess several classification criteria
that can be supplied when the document is created (added).

You can search for the documents based on their associated
classification criteria.

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Classification criteria

Considering the data type on which the classification criterion is based on,
there are five classification criteria available:

any combination of maximum 250 alphanumeric characters
Text
similar to Text but without any length restriction
Note
only numerical characters, it can be used with comparison operators (
Number
<,> and so forth)
date
Date
a set of user defined text values (e.g., product names, client names,
List
countries etc)

Generic Criteria
You have the possibility to use the same classification criterion for more
than one document category. The criterion to be used in this way must be
defined as a generic criterion.

In fact, the criteria of type list can be only generic criteria.

1.2.8 Formats
The document format refers to the format of the file representing that
document.

1.2.9 Templates
A template represents a file which can be used to create new documents
having as initial content, the content of the used template.

Example: a template can be any empty file (e.g., empty text, Word, or
Excel files) or it can be a document containing repeated information such as a
document with header / footer, a form and so on.

Similar templates may be grouped into template categories.

1.2.10 Workflows
A workflow represents a precise sequence of tasks assigned to different
persons.

The main goal of a workflow is to regulate the way the documents transfer
from one person to another within the organization.

A workflow has three components: tasks, performers and links between
tasks.

Each task is assigned to a performer (a person) and after it has been
accomplished the workflow will continue following one of the links connected to
the performed task.

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The person initiating the workflow is referred to as the workflow
supervisor. The supervisor sets the document(s) processed during the workflow
execution.

The first and the last tasks in a workflow, named Start and Stop
respectively are predefined. After the Start task, the workflow continues with the
sequence of user defined tasks and it ends when the Stop task is reached.

Workflow states
A workflow can be in one of the following states: editing, available and in
use.

After being created, the workflow is automatically set on editing. The
editing state allows the workflow to be modified.

After workflow configuration has been completed, the workflow is made
available (see Workflow editor). During the available state, the workflow may no
longer be modified (see Starting the workflow).

If you want to modify a workflow in available state, you need to change its
state to editing using the workflow editor.

When the workflow is started, its state will be automatically switched to
used. In this state the workflow can no longer be modified until it is completed.

When all the instances of the workflow are completed, the workflow state
will be automatically changed from in use to available.

Workflow instances
A workflow instance refers to a work session using that workflow.

A workflow instance is generated at the moment when the supervisor
starts the workflow execution and it will exist until the task Stop is encountered.

1.2.11 Users
For each person who will need to use the BlueDoc system, a user must
be created.

The person must pass the identification process using her/his user and
password.

Each user is given a set of access permissions, which may limit the tasks
he or she is allowed to perform on the documents and folders.

1.2.12 User groups
A user group may contain the users given similar roles within the BlueDoc
System.

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Access permissions can be assigned to a group, such that any user in
that group will inherit the group access permissions.

1.2.13 Rights
There are two types of rigths: access rights and administrative rights.

Access rights
The access rights practically establish the operations that a user can or
cannot perform on the folders and documents.

the user has no access
None
the user can visualize the name of the documents in a
Browse
specific folder but not document’s content
the user can visualize the content of the documents in a
View
specific folder but he/she is not allowed to modify the
document
the user can change the document properties but cannot
Modify
change the document content
the user can add new documents
Create
the user can modify both the properties and the content of the
Add versions
document
the user can overwrite the current document version
Overwrite version
the user can delete documents and folders
Delete

The permissions are set at the folder level, and they propagate to a
specified number of sub-folder levels.

Any permission level specified automatically gives the user the rights
granted by the all previous levels. That is if the user is granted the permission
level Create on a folder, that user is conferred also the access rights given by the
previous permission level Modify, View and Browse.

Administrative rights
In order to configure the application, a user must possess administrative
rights.

the user can modify the current configuration of application
Configure application
such as defining categories, templates, workflows etc.
the user can set the permission levels and manage the
Server management
users and user groups.

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1.3 System requirements

In order to run the BlueDoc Server you need:

• PC, 1.5 GHz processor

• 512 MB RAM Memory

• 50 MB space on the hard disk (this does not include the space
required by the document storage - the space for document storage
depends on your specific needs).

• Windows 2000 / XP / 2003

• SQL Server 2000 (optional but recommended)

For the BlueDoc Client you need:

• PC with a 500 MHz Processor

• 128 MB RAM Memory

• 10 MB free space on HDD (the space requirement for various local
document handling is not included and depends on the size and type
of the documents.)

• Windows 98 / 98SE / Me / NT (Min. SP4) / 2000 / XP / 2003

1.4 Technical support
Mail: bluedoc@blueproject.ro
Web: http://www.blueproject.ro/support

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2 How to…?
2.1 Change the current folder
When you start the application, the current folder will be the root folder.

For changing the current folder in the Documents screen perform the
following:

1. Double-click on the folder you want to be made the current folder
or
1. Click to select the folder
2. Press Open

2.2 Creating a folder
In the Documents screen:

1. Go to the folder within which you want create the new folder
2. Press Create folder
3. Supply the name of the new folder in the Folder window and press
Enter.
The name of the folder may not contain the slash ‘/’ or back-slash
characters ‘’.

You cannot create a folder with a name that already exists in the current
folder.

2.3 Creating a document
There are three ways to create a new document:

2.3.1 Importing the document from the hard-disk
Inside the Documents screen:

1. Go to the folder where you want to create the new document
2. Press the Import doc button
3. Choose from the list the file(s) you want to import and press Open
4. The Document properties window will open and you can set the
document’s category and specify the classification criteria.
5. Press the Add button
The software detects automatically the document format, based on the
formats defined during the configuration (see Administration - Defining the
document formats).

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2.3.2 Creating a template based document

2. Press the New doc button
3. In the New document window, select the template to be used
4. Fill in the name of the new document
5. Press the Create button
6. The new document will open automatically for editing

The document will appear in the Work screen. Once you have finished the
editing, you can save the document in the document database using the Save
button.

To create a template-based document, the template must have been
defined previously (see Administration - Defining the document templates).

2.3.3 Scanning
BlueDoc is compatible with the TWAIN scanning interface. In order to
scan, the scanner needs also to be compatible with the TWAIN interface
(currently most of the commercial scanners are TWAIN compatible).

You can scan either black and white or color documents, which can be
further saved in a JPEG or PNG format.


(resulted from scanning process)
2. Press the Scan doc button
3. Use the Scanning window to scan the document (see Scanning
window)
4. In the Scanning window use Save button to save the acquired
document
5. The Document properties window will open and you can set the
document’s category and specify the classification criteria

In Scanning window you can scan multiple documents to the current
folder following the steps 3-6 mentioned above.

2.4 Visualize a document
To visualize the content of a document, in the Documents folder follow the
next steps:

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1. Go to the folder containing the document you want to visualize
2. In the document list, double-click the document’s name
or
1. Go to the folder containing the document you want to visualize
2. Select in list the document’s name
3. Press the Open button

The document will be transferred from the server and opened in a
temporary directory.

It is important to know that you CANNOT modify the content of the
document. To do this you need to create a new version of the document (see
Working with document versions).

2.5 Changing the document properties
To change the document properties, in the Documents screen:

1. Go to the folder containing the document
2. Select in list the document
3. Press the Properties button
4. Change the properties of the document in the Properties window.
5. Press the Modify button

For additional information, see Document properties window.

2.6 Working with document versions
When you create a new document, a single version will exist (having
number 1.0).

If you wish to edit the content of a document, you will have to create a
new version of that document.

2.6.1 Adding a new version to a document
Creation of a new document version implies the next three simple steps:

• transfer of the document from server to the local machine
• document editing on the local machine
• saving the document back on the server

Transferring the document for editing
To edit the content of a document, in Documents screen:


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2. Select the document in list
3. Press the New version button

The application will transfer the document from the server to a local
working directory and then open the document.

In the Work screen, the document will be appended to the document list
being processed. The document will be listed here until the editing task will be
completed (see Work screen).

For preventing the document editing by another user, while the document
is already being edited, the system will block the other users’ access for editing
purposes.

Saving the modified document
Once the editing has been completed, you can close the document and
send it back to the document database, thus creating a new version of that
document. To accomplish this, either in Work screen or in Documents screen,
follow the steps:

2. Press the Save button
3. The window Save version will open and you will have to choose
the version number. Continue by pressing the Add button.
4. The Document properties window will open. In this window you
can change the classification criteria of the edited document.

The new version of the document will be saved in the document database
and it will become the current document version.

Automatically, the reference to the saved version listed in the Work screen
will be deleted.

Overwriting a document version
If you consider the changes to document content are not relevant for
creating a new document version, you can overwrite the current document
version.

Warning: if you overwrite the document content, you will no longer be able
to undo the changes made to the previous document version.

You might not be given the permission to overwrite the document versions
by the application administrator. In this case you do not have access to version
overwriting option.

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Canceling the editing
If you decide you no longer want to edit a document you have transferred
from the server, you can cancel the new version.

In the Work screen or in Documents screen:

2. Press the Cancel button
3. In the confirmation window, press Yes

The reference to the document, listed in the Work screen will be deleted.

2.6.2 List of document versions
In the Documents screen only the current document versions will be
listed.

In order to see the all the versions of a document, in the Documents
screen, do:

2. Select from the list the document’s name
3. Press the Versions button

This will open the Document versions window, showing all the versions of
the selected document (see Document versions window).

2.7 Copy documents and folders
To copy documents and folders, in the Documents screen, follow the
steps:

1. Go within the folder containing the documents and sub-folders you
want to copy.
2. Select from the list the items (documents and folders) you want to
copy. For multiple selection of sparsely listed items, hold the
CTRL key pressed while single-clicking the items. For multiple
selection of continuously listed items, single-click the first item,
then holding the SHIFT key pressed single-click the last item.
3. Press the Select button
4. Go to the destination folder, where you want to copy the selected
items.
5. Press the Copy button

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If the destination folder already contains an item having the same name,
the number 1 will be appended to the name of the copied items. This number will
be incremented, as more repetitions of the same name will occur.

The rule for automatic renaming of the items having the same name
applies for both documents and folders.

When a document is copied, only a copy of current document version is
created.

2.8 Moving documents and folders
To move documents and folders, in the Documents screen, follow the
steps:

1. Go within the folder containing the documents and sub-folders you
want to copy.
copy. For multiple selection of sparsely listed items, hold the
4. Go to the destination folder, where you want to move the selected
items.
5. Press the Move button

2.9 Renaming a document
To rename a document, in the Documents screen, follow the steps:

1. Browse to the folder containing the document
4. In the Document properties window, in Document name box enter
the new name

2.10 Renaming a folder
To rename a folder, in the Documents screen, follow the steps:

1. Browse to the folder containing the folder to be renamed
2. Select the folder
4. In the Folder window, in the Name box, enter the new folder
name.

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2.11 Creating a link
The links facilitate the access to the documents and folders outside the
current folder.

When visualizing the content of a link you practically visualize the content
of the document or folder pointed by that link.

To create a reference to a document or folder, in the Documents screen,
follow the steps:

1. Browse to the folder containing the folder or the document you
want the reference to point to
2. Select the name of the document / folder
4. Go to the destination folder, where you want the reference to be
created
5. Press the Link button

A new reference will be created having the name of the folder or
document it points to.

If the destination folder already contains an other document or reference
having an identical name, the number 1 will be appended to name of the new
reference.

If you copy the reference a second time in the same folder, then the
number 2 will be appended to the document name and so forth.

2.12 Deleting documents and folders
To delete documents and folders, in the Documents screen, follow the
steps:

1. Browse to the folder containing the folder(s) or the document(s)
you want to delete
delete. For multiple selection of sparsely listed items, hold the
then holding the SHIFT key pressed single-click the last item
3. Press the Delete button
4. In the Delete window, confirm the deletion by pressing Delete
button

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When you delete more than one document/ folder, you will be prompted to
confirm the deleting for each individual item. To avoid this, first time the
confirmation window appears, check the Apply to all box.

Note that you cannot delete a document currently being in use.

Also you cannot delete a folder containing documents currently being in
use.

2.13 Searching for a document
To search a document, in the Search screen:

1. Specify the searching criteria
2. Press the Search button
3. In the results list, double-click on the document, to display in
Documents screen

You can use any combination of the following criteria:

Document name – you can search for the documents whose name begin
with or contain a specific word.

Document contains – you can supply one or more words to be looked for
within the documents body. The resulted selection will include only the
documents whose body contains all the supplied words. You can choose the type
of the search between exact words and prefixes.

Category is – in this box you can supply classification criteria, as it follows:

When you select Any category, then the search process will ignore the
classification criteria.

To use the generic classification criteria, select option ‘-’ in the box
category is. You will be prompted a list showing all the generic criteria, from
which you can select the criterion you want to use. As you select the criterion,
you will be shown two new options, to input the value for the criterion.

There is no restriction on the number of criteria you may combine. The
program will return all the documents satisfying the searching criteria, no matter
their category. If you want the search to be performed with respect to a single
category, then you must choose that category in the list. In a similar manner, you
can search for documents using a specific criterion.

In order to eliminate a criterion from the list, you should use the button on
right on criterion name.

2.14 Starting a workflow
To start a workflow, in the Documents screen, follow the next steps:

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1. Browse to the folder containing the documents / folders you want
them attached to the workflow.
attach. For multiple selection of sparsely listed items, hold the
3. Right-click on the selected items
4. From the newly shown menu, choose Start workflow with selected
documents
5. In the Start workflow window, select the workflow you want
6. Specify the Title of the workflow
7. When the first workflow task may be done by different users,
select the user who should do it
8. You can fill in the Comment box for providing the user with
additional workflow related information
9. Press the Start button

When the workflow starts, the user (performer) having assigned the initial
task, will get a notification message in the Inbox screen. From this screen the
user can access the task assigned to him/her.

To monitor the workflow you started see View workflow progress.

2.15 Executing a workflow
The tasks that have been assigned to you are listed in the Inbox screen.

To obtain information about a specific task, in the Inbox screen, select the
notification message. In the lower part of the screen, you will see the task’s
details.

2.15.1 Solving a workflow task
In the Inbox screen:

1. In the message list, select the notification message
2. Go to Attached documents window
3. Edit the documents (see Attached documents window)
4. In the Info window, press the Task resolved button
5. In the Next task window, choose the next task in the workflow.
When there is only one following task, this task will automatically
be selected by the program
6. When the next following task can be performed by more than one
user, you have to select the user who should complete the task
this time

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additional information
8. Press the Accept button

After completing the above procedure, the user whom you assigned the
next task will receive a notification message (in the Inbox screen), while your
notification message will be deleted.

2.15.2 Delegating a different user
In the Inbox screen:

2. Press the Delegate user button
3. In the Delegate user window, supply the user’s name
additional information
5. Press the Delegate user button

After completing the above procedure, the user you delegate will receive
a notification message, while your notification message will be deleted.

2.15.3 Refusing a task
To refuse a task assigned to you, in the Inbox screen, follow the steps:

2. Press the Reject task button
3. In the Reject task window, fill in the Comment box to justify your
refuse
4. Press the Reject task button

Through this procedure, the workflow supervisor will get a notification
message in his Inbox screen, while your notification message will be deleted.

2.15.4 Seeing the completed tasks
To see the information about the completed tasks, in the Inbox screen, do
the followings:

2. Go to the History window

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2.16 View workflow progress
To see how the different tasks (making up a workflow you started) have
been solved, in the Work screen, in the Workflows started by me list, double-click
on the name of the workflow.

In the Workflow history window, the program will show details about the
completed tasks, including the completion times and user who completed the
tasks.

2.17 Changing your password
To change your password, in the Management screen:

1. Press Modify password button
2. In the User window, in the Password box, enter the new password
3. Re-type the password in the Check box.

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3 Configuring application
3.1 User administration
In order to have access to the resources managed by BlueDoc software,
a person needs a user account.

3.1.1 Access rights system
The user can access documents and folders and perform various tasks in
agreement with the permissions he has been given (see also Access rights).

The access rights control what kind of activities a user is allowed to
perform in a folder and its sub-folders.

When the access rights are defined, the folder level they refer need to be
specified.

For the level zero, the rights will refer only to the associated folder.

For the level one, the rights will refer to the documents and subfolder with
the next lower rank in the folder hierarchy.

For the level two, the rights refer to the folder, the documents and sub-
folders inside this folder and the documents and sub-folders inside the previous
sub-folders.

The folders and documents positioned outside the rights level, they won’t
be affected by these rights but rather by the rights set found on the closest level.

The access rights sets can be defined both for users and user groups.
The user rights set overwrite the group rights set, in the case a user belongs to a
group. Between the two group rights sets, the priority has the one of the group
with a lower rank.

3.1.2 Users groups
To create a new users group, in the Management screen, follow the
steps:

1. Press the Users button
2. In the Users management window, press the Add button, below
User groups
3. In the Users group window, enter the name of the new users
group
4. Specify the rank of the group
5. Press Add button

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The group rank is meant to establish a priority system amongst the
different groups, for the cases when a user is member of more than one group.

In the case when a user accesses a folder being characterized by
different access rights sets with respect to two user groups, the access rights set
for user group having the lowest rank will be used.

3.1.3 Adding users
To create a new user, in the Management screen, follow the steps:

2. In the Users management window, press the Add button (placed
underneath the Users list)
3. In the User window, enter the name of the new user.
4. Enter the user’s password in the Password box and confirm the
password in the Check password box
5. If the user should have access to server management and / or
client configuration, check the associated options.

3.1.4 Adding users to a group
To add users to a group, in the Management screen, follow the steps:

2. In the Users management window, select the user to be added to
the group
3. Select the user group from list
4. Press the <> button

The user will be added to the users group. This will be marked by an X
sign displayed next to the group as long as the user is selected in the list.

3.1.5 Removing a user from a group
To remove a user from a group, in the Management screen, follow the
steps:

2. In the Users management window, select the user in to be remove
to the group
3. In the user groups list, select the users group
4. Press the <> button

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The user will be removed from the users group, and the X-sign displayed
next to users group will disappear.

3.1.6 Adding access rights
To add access rights to a user, in the Management window, follow the
steps:

2. In the Users management window, select the user
3. Press the Add button next to the User rights list
4. In the Folders window, select the folder you want the permissions
set to refer to and press the Choose button
5. In the Rights window, select the right
6. Select the level; by the default the maximum level is selected

The procedure above can be applied for adding access rights for a users
group. The sole exception is at the step 3, where you need the press the Add
button next to the Group rights list.

3.1.7 Changing access rights
To modify an access right given to a user, in the Management screen,
follow the steps:

2. In the Users management window, select the user
3. In the User rights list select the access right
5. In the Rights window, specify the new access right
6. Change the level if necessary.
In order to modify access rights given to a users group, in the
Management screen, follow the steps:

2. In the Users management window, select the users group
3. In the Group rights list select the access right
5. In the Rights window, specify the new rights
6. Change the level, if necessary

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3.1.8 Removing the access rights
To remove an access right given to a user, in the Management screen,
follow the steps:

2. In the Users management window, in the users list, select the user
3. In the User rights list, select the permissions set you want to
remove

To remove an access right given to a user group, in the Management
screen, follow the steps:

2. In the Users management window, in the users list, select the user
3. In the Group rights list, select the permissions set you want to
remove.

3.2 Creating document categories
In order to categorize documents, you need to define document
categories.

Each category may contain several classification criteria, which can be of
different types (see Document categories - classification criteria).

In order to use the same classification criterion to multiple documents, this
criterion must be defined as a generic criterion.

3.2.1 Creating a generic criterion
To add a new generic criterion, in the Management screen, follow the
procedure:

1. Press the Categories button
2. In the Categories window, press the Generic criteria button
3. In the Generic criteria window, press the Add button
4. This will open the Generic criterion window, where:
5. Enter the Name of the new generic criterion
6. Select the Type of new criterion

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7. If the selected type is any but List, then press the Add button and
the procedure is completed
8. For the criteria based on the List type, you can supply values
following the steps:
9. Press the Add button, next to the Values list
10. In the Value window, enter the value to be added to the list
11. Press the Add button (or the Enter key)
12. To add a new value, repeat with the step 10.
13. When you finished entering the values, let the Value box empty
and press the Cancel button
14. In the Generic criterion window, press the Back button

3.2.2 Modifying a generic criterion
To modify a generic criterion, in the Management screen, follow the steps:

2. In the Categories window, press the Generic criteria button
3. In the Generic criteria window, select the criterion to be modified
5. The Generic criterion will show, where:
6. You can change the name of the criterion
7. If the criterion type is different than List, press the Modify button
and the procedure is complete
8. For the criterion based on the List type, you can update or delete
the values as follows:

• To add a new values, starting with the step no. 8:

1. Press the Add button, to the right of the Values list
2. In the Value window, enter the value you want to add
3. Press the Add button or Enter key
4. If you want to add an other value repeat from the step no. 2
5. If there is no other value to be entered then leave the Value box
empty and press Cancel

• To update a value, starting with the step no. 8:

1. In the Generic criterion window, in the Values list, select the value
you want to update
2. Press the Modify button, to the right of the Values list
3. In the Value window update the value

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4. Press the Modify button or hit Enter

• To delete a value, starting with the step no. 8:

1. In the Generic criterion window, in the Values list, select the value
you want to delete
2. Press the Delete button, to the right of the Values list
3. In the Value window press the Delete button

3.2.3 Adding a new category of documents
To add a new category of documents, in the Management screen, follow
the steps:

2. In the Categories window, press the Add button placed to right of
the list of categories
3. In the Category window, enter the name of new category

After creating a new category, you can continue the procedure by adding
new criteria to it, as follows:

3.2.4 Adding a new criterion to a category of documents
You can add specific criteria, valid only for one category or you can
generic criteria, which can be used for several categories.

To add a specific criterion to a category of documents

2. In the Categories list from the Categories window, select the
category of documents you want to add the criterion to
3. Press the Add button to the right of Category criteria list
4. The Criterion widow will show, where:
5. Enter the name of the criterion
6. Select the criterion type
7. If you want to force the user to enter this criterion, when adding a
document, check the Mandatory field
8. If you want the criterion to allow multiple values check the Accept
multiple values box

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To add a generic criterion to a category of documents, in the Management
window, follow the procedure:

2. In the categories list, in the Categories window, select the
category of documents you want to add the criterion to
3. Press the Add button to the right of Category criteria list
4. The Criterion window will open, where:
5. Select Generic in the Criterion option
6. Select Based on the generic criterion to be used
7. The name of the criterion will be auto-completed with the name of
the generic criterion. If this name does not match your desire, you
may change it.
8. If you want to force the user to enter this criterion this criterion,
when adding a document, check the Mandatory field option
9. If you want the criterion to allow multiple values check the Accept
multiple values box

3.2.5 Modifying the criteria of a category of documents
To change a criterion belonging to a category of documents, follow the
steps:

2. In the Categories window, select the criterion you want to update
from the list of categories
3. In the Category criteria list, select the criterion
4. Press the Modify button at the right of the Category criteria list
5. The Criterion window will open where you can rename the
criterion
6. If you want to force the user to enter this criterion this criterion,
when adding a document, check the Mandatory field option

3.2.6 Deleting a category of documents
To delete a category of documents, in the Management screen follow the
procedure:

2. In the Categories window, in the list of categories, select the
category you want to delete
3. Press the Delete button to right of Categories list

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4. In the Category window, press the Delete button

You will not be allowed to delete a category if there still are documents
belonging to that category.

3.3 Defining the document formats
Through the document formats, BlueDoc distinguishes the type of the
imported files.

For each of the document format, it is possible to establish the way in
which the content of the file is indexed.

A format can be characterized by multiple filename extensions (e.g., the
web pages can be saved having the extension .htm or .html)

3.3.1 Adding a new document format
To add a new document format, in the Management screen, follow the
procedure:

1. Press the Formats button
2. In the Document formats window, press the Add button
3. The Format window will be displayed, where:
4. Enter the name of the new format
5. Choose the content indexing type
6. Press the Add button, to the right of the Extensions list
7. In the Extension list, enter the extension to be added to the list
8. Press the Add button or hit the Enter key
9. For a new extension, repeat from the step no. 7
10. If there is no other extension you want to add, leave the name box
empty and press Cancel
11. In the Format window press the Back button

The document formats, supported for indexing, are:

The document will not be indexed, the search by words procedure will
-
ignore the documents having this attribute
The indexing engine will automatically detect and perform the indexing of
Auto
the following types of files
text
word
excel
power point
acrobat reader pdf
Used for the html documents
HTML

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Note: The PDF IFilter 6.0 must be installed on the same computer where
the BlueDoc server resides, in order the .pdf files to be recognized. This software
component is available with the BlueDoc package and on the Adobe web site.

3.3.2 Modifying a document format
To modify a document format, in the Management screen, follow the
procedure:

2. In the Document formats, select, in the list, the format to be
modified
4. The Format window will show, where:
5. You can change the name of the format
6. You can change the indexing type
7. You can add, modify or delete extensions, following one of the
next procedures:

• For adding a new extension to a document format, starting with the
step no. 7 above, follow the next steps:

1. Press the Add button, to the right of the Extensions list
2. In the Extension window, enter the extension you want to add to
the list.
3. Press the Add button or hit the Enter key
4. To enter a new extension, repeat from the step no. 2
5. If you finished, leave the Extension box empty and press Cancel

• For modifying an extension of a document format, starting with the
step no. 7 above, follow the next steps:

1. In the Format window, in the Extensions list select the extension
to be changed
2. Press the Modify button to the right of Extensions list
3. In the Extensions window, update the extension
4. Press the Modify button or hit the Enter key

• For deleting an extension, starting with the step no. 7 above, follow
the next steps:

1. In the Format window, in the Extensions list select the extension
to be deleted

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2. Press the Delete button, placed to the right of the Extensions list
3. In the Extension window, press the Delete button

3.3.3 Deleting a document format
In order to delete a document format, in the Management screen, follow
the procedure

2. In the Document formats window, in the formats list, select the
format you want to delete
4. In the Format window press the Delete button

3.4 Defining document templates
A template is a file, which can be used to generate new documents,
having their initial content, the content of the template.

The templates will be grouped into templates categories, depending on
requirements.

3.4.1 Adding a new template category
To add a new templates category, in the Management window:

1. Press the Templates button
2. In the Document templates window, press the Add button
3. The Template category window will show, where:
4. Enter the name of the new category of templates
5. Press the Add button (to the bottom of the window)

3.4.2 Modifying a templates category
To modify a templates category, in the Management window:

2. In the Document templates window, select the templates category
4. The Template category window will show, where:
5. Update the name of templates category
6. Press the Modify button (to the bottom of the window)

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3.4.3 Deleting a templates category
To delete a templates category, in the Management window:

4. Press the Delete button (to the bottom of the window)

3.4.4 Adding a new template
To add a new template, it is necessary that you have a file which will be
imported into application.

To add a template, in the Management screen, follow the procedure:

where the new template should be created
4. In the Templates category window, press the Add button
5. In the Template window, press the ... button placed to the right of
File box and choose the file
6. The software will supply a default name for the template. You can
change this name if need to.
7. Press the Add button to complete the procedure

3.4.5 Modifying a template
To modify a template, in the Management screen, follow the procedure:

2. In the Document templates select the template category
4. In the Templates category window, select the template you want
to update
5. Press the Modify button from right of list
6. In the Template window, update the name of the template

If you want to change the content of a template, you will need to delete it
and to add it again (with the content modified outside BlueDoc).

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3.4.6 Deleting a template
To delete a template, in the Management screen, follow the procedure:

2. In the Document templates select the template category
4. In the Templates category window, select the template you want
to delete
5. Press the Delete button, placed to the right of the list
6. In the Template window, press the Delete button

3.5 Defining workflows
3.5.1 Adding a new workflow
To add a new workflow, in the Management screen, follow the steps:

1. Press the Workflows button
2. In the Workflows window press the Add button
3. The Workflow editor will be displayed and you can define the
workflow

For more information, see the Workflow editor.

3.5.2 Modifying a workflow
To modify a workflow, in the Management screen, follow the procedure:

2. In the Workflows window, select the workflow to be modified
4. The Workflow editor will show and you can update the workflow

For more information, see the Workflow editor.

3.5.3 Deleting a workflow
You can delete only the workflows whose status is editing (see Workflow
states).

To delete a workflow, in the Management screen, follow the procedure:

2. In the Workflows window, select the workflow you want to delete

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3.6 Licensing
The software licensing activates the capabilities of the software according
to the license you have acquired.

To accomplish the licensing procedure, in the Management window,
follow the steps:

1. Press the Server license button
2. In the Server license window, enter the name of your organization
in the Licensed to box
3. Press the Register button. This will generate an activation code.
4. You need to contact our technical support. You will be requested
the activation code obtained in the previous step. You will receive
an activation key.
5. Enter the received key in the Activation key box
6. Press the Activate button
7. If the activation key is correct, the licensing process is completed.

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4 The description of application’s screens
4.1 Documents screen
Documents screen is the main component of the BlueDoc application.
Most tasks on documents and folders can be performed within this screen.

On the upper side of the screen is displayed current folder. For each
change of it, the path to the current folder is stored in history.

To change current folder – double click in the list on the desired folder or
select the folder with a single click in the list and then press Open.

The commands controlling the current folder in relation with the history of
the previously visited folders are represented by the three buttons at the left of
the current folder. Thus from left to right, the buttons have the following functions:

1. Return to the previous folder from history
2. Go to the next folder from history
3. Go to the parent folder

In the list are displayed the files and the documents from the current
folder. The list has the following columns:

The name of the document or of the folder
Name
The category to which the document belongs. If the document is not
Category
categorized a – (dash) will be displayed.
The document’s format. If the document’s format is not specified a –
Format
(dash) will be displayed.
For folders, the format is - folder -
The size of the document expressed in KiloBytes.
Size

The available options within the screen Documents are the following:

Import a file from the hard disk in the current folder. See import
Import doc
of a document.
Add a new folder in the current file
New folder
Create a document based on a template.
New doc
Open the document scanning window.
Scan doc
Open the selected document from the list for viewing.
Open
If the document is currently being processed, then it will be open
for change.
If a folder in the list is selected, it will become the current folder.

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If a document is selected from the list, it opens the Document
Properties
properties window.
If a folder is selected from the list, it opens the Folder properties
window.
Opens the Document versions window.
Versions
Starts the process of creation of a new version - see Transferring
New version
the document for editing in Working with versions.
Save in the data base, the changes to the document selected
Save
from the list (the new version).
Cancel the creation of a new version of the document selected
Cancel
from the list.
Copy to clipboard the documents and folders selected from the
Select
list, for copying, moving or creating links.
Copy in the current folder the documents and folders previously
Copy
selected with Select.
Moves in the current folder the documents and folders previously
Move
selected with Select.
Create links in the current folder the documents and folders
Link
previously selected with Select.
Delete documents and folders selected from the list
Delete

4.1.1 Scanning window
When you open Scanning window, the implicit scanner will be
automatically selected - its name will be displayed in the upper corner of the
window.

If you have more than one scanner installed, you can select the desired
scanner, using Chose.

To scan a document, use Scan. When you click it, you get the standard
scanning window, where you can choose the scanning options.

If you do not want to use the standard scanning window, uncheck the
option Use standard interface. This way, you have the option to directly specify
the scanning mode: Color, Grayscale, Black and white, and the image resolution.

After you scan the image, you can visualize it on different scales and you
can rotate it to the left or to the right, by using the buttons from the tool bar in the
upper side of the window.

From the left to the right the buttons from the tool bar have the following
functions:

Display scanned image at a size larger than the current one.
Zoom in
Display scanned image at a size smaller than the current one.
Zoom out

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Display scanned image at its real size.
Zoom 100%
Fit to window Display scanned image at a size at which visualization is
possible without horizontal scrolling.
width
Display scanned image so that it fits to the window.
View full page
Rotate the image 90 degrees to the left.
Rotate left
Rotate the image 90 degrees to the right.
Rotate right

To add the image in the current folder, specify the name of the document
to be created and optionally choose the desired file format using the option file
format.

You can choose between the JPEG and PNG formats if you uncheck the
option Auto. As long as the Auto option is checked BlueDoc will automatically
choose the file format that best compresses the image.

The addition of the image is completed by pressing the button Save. The
Document properties window will open to classify the new document.

If you want the saving to be automatically completed after scanning,
check the option Automatic next to the button Save.

4.1.2 Document properties window
In this window, you can specify the document’s classification data.

In this box is displayed the location of the file that represents
File
the content of the document. To visualize this file press
Open, next to the box.
Document’s name
Document name
The format of the file that represents the content of the
File format
document. This format will be determined by BlueDoc based
on the formats that were defined in the administrative section.
If the format is not recognized, contact the application
administrator to define the appropriate format.
The size of the filed expressed in KiloBytes.
Size
The category of the document based on which you will be
Document
able to define additional classification data.
category
The button Modify at the right of Document category allows
Modify
you to change the document category.
When you change the category, the existing classification
data is lost.

Based on the document category, it is possible to have additional
classification data in the window

If after the name of the classification criterion is the symbol *, the
completion of the value of the criterion is mandatory.

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4.1.3 Document versions window
In the list from the Document versions window, are displayed all the
versions of a document in chronological order.

The list has the following columns:

The name of the document version
Name
The number of the version
Version
The symbol * indicates the current version
Current
The date on which the version was created
Date
The size of the file in KiloBytes.
Size

The available options for this window are:

Opens for visualization the document’s version that is selected
Open
from the list
Starts the creation of a new version, beginning from the version
New version
selected from the list
Deletes the version selected from the list
Delete
Closes the window
Back

For additional information see also Working with versions.

4.2 Search Screen
Search screen helps you find documents based on the desired criteria.

After you fill in the desired criteria press Search button, and the
documents that are found will be displayed in the list.

The results list has the following columns:

The complete location of the folder that contains the document
Path
The name of the document
Name
The category of the document. If the document is not classified it will
Category
be displayed -
The format of the document. If the format of the document is not
Format
specified it will be displayed -
The size of the document in KiloBytes
Size

For details on the entering of the search criteria, see the section
Searching for documents.

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4.3 Inbox screen
The Inbox screen is formed of two main components: in the upper side of
the screen is the list of notification messages, and bellow it is the area with
information on the content of the selected message.

The list with notification messages has the following columns:

The subject of the notification message
Subject
The name of the user that sent you the message
From
The date on which the message was sent
Date
The current status of the message
Status

When you are designated to perform a task within a workflow, a new
message will be added in the notification messages list.

When you select it, bellow the list will be displayed information about the
notification to start the solving of the task.

The information area has three windows as it follows:

4.3.1 Info window
In the Info window is displayed information on the task you are to perform.

Also, here you will finalize the task by using one of its options.

After you completed the task, press the Task resolved
Task resolved
button.
If you don’t want to complete the task press Reject task
Reject task
button.
If you want to give the task to someone else, press
Delegate user
Delegate user button.

4.3.2 Attached documents window
The Attached documents window contains the list of documents on which
the tasks designated by the Info window, are to be performed.

The documents list has the following columns:

The name of the document
Name
The document’s category.
Category
Format
Size

The following options are available:

38


Open the document selected from the list for visualization
Open
If the document is in process then it will be open for modification
Open the Document properties window
Properties
You have the option of adding a new document to the list.
Add doc
This will be sent along with the other documents from the list to
the next task.
When you click Add document the Documents screen is
activated. Here you select the desired document and right click
on it. In the displayed menu click Add selected documents to the
task...
To remove a document from the list, select it and then click
Exclude doc
Exclude doc button.
Open the Document versions window
Versions
Starts the process of creation of a new version - see Bringing the
New version
document for modification from working with versions
Save in the data base the changes to the document selected in
Save
the list (the new version)
Cancel the creation of the new version of the document selected
Cancel
in the list

4.3.3 History window
In the History window will be displayed the tasks accomplished in the
workflow, the users that performed the task, and dates when they were
performed.

The history list has the following columns:

The name of the performed task
Task
The status of the task
Status
The name of the user that performed the task
Person
The date on which the task was performed
Date
User’s observations
Comments

4.4 Work screen
In the work screen, you have in the upper side the list of document in
work and in the lower side, you have the list of workflows you have started.

The list of documents in work has the following columns:

The name of the document in work
Name
The version of the document
Version
The category of the document
Category
Format

39


Size

For documents in work, you have the following options available

Open for modification the document selected from the list
Open
Open the window document properties
Properties
Save in the data base the changes to the document selected in
Save
the list(the new version)
Cancel the creation of the new version of the document selected
Cancel
in the list

List of workflows has the following columns:

The name of the workflow
Name
The title of the workflow
Title
The date when the workflow was started
Start date
The name of the task that is currently performed
Current
If the flow has ended the current task is -
task

For the workflow list, you have the following options available:

The workflow will be deleted from the list
Delete
double click Will open a window with the history of the selected workflow
in the list

4.5 Administration screen
Administration screen is for the users with administrative rights, for the
application management, but also for the regular users for the configuration of
their own options.

4.5.1 User window
In the personal options you have the possibility to change the password
required in the window for entering the application.

For this, you use Modify password. In the User window, next to the box
Password, enter your new password. Enter the same password in Check and
click Modify.

In the window you can visualize (without being able to change them) your
administrative rights.

4.5.2 Categories window
In the categories window you have in the upper side of the screen, the list
of the defined categories, and bellow it you can see a list of the criteria of the
selected category.

40


For the list Category criteria you have the following columns:

The name of the criterion
Name
The type of the criterion - see the section criteria categories
Type
If the criterion was created on the base of a generic criterion, the
Based on
column will contain the name of the generic criterion used
If the criterion is mandatory will be displayed an X
Mandatory

The available options for the window are grouped next to each list. For the
categories list you have:

Add a category
Add
Change the name of the category
Modify
Delete selected category
Delete

To modify the criteria for a category, at the right of the category list you
have the following options:

Add a criterion for the selected category
Add
Change the selected criterion
Modify
Delete the selected criterion
Delete
Open the window define generic criteria
Generic criteria

4.5.3 Document formats window
The document formats window contains a list displaying the defined
document formats.

The list of the document formats has the following columns:

The name of the format
Format name
The indexing type to be used for the files having the name
Indexing
extension one of the extensions defined within the format.

Available options:

Adds a new format
Add
Updates the properties of the format
Modify
Deletes the selected format
Delete

4.5.4 Document templates window
The document templates window contains a list displaying the defined
document templates.


41


Adds a new templates category.
Add
Updates the selected templates category.
Modify
Deletes the selected templates category.
Delete

4.5.5 Workflows window
The workflows window contains a list displaying the defined workflows.


Opens the Workflow editor window for creating a new workflow.
Add
Opens the Workflow editor window for editing the selected
Modify
workflow.
Deletes the selected workflow.
Delete

4.5.6 Workflow editor
You can modify a workflow only if its status is editing. (see the Workflow
states).

The buttons available in toolbar are:

Saves the workflow.
Save
If the workflow has not been saved yet, the program will display
the workflow properties window which will let enter the name of
the workflow
You can save the workflow only if its status is editing.

Opens the workflow properties window, where you can change
Properties
the name of the workflow.

Checks if the workflow is valid or not.
Verify
workflow
If the workflow is valid, the program will prompt you with the
message Workflow is valid.
If the workflow is not valid, a specific error message will be
shown.
See the section Conditions to define a valid workflow.

Switches the status of the workflow between editing and
Modify status
available.
If the workflow status is in use, its status cannot be changed.
To have its status switched from edited to available, a workflow
must be valid.

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Switches to the object selection mode (the button will have a
Selection
different background).
In this mode you can select an object (task or performer) by click
it.
To remove the selection, click anywhere in screen outside the
objects.
You can move the selected object by keeping the left mouse
button pressed while pointing to the new position.
You can resize the object by clicking one of the eight vertices
(squares) displayed when the object is selected. By keeping the
left mouse button pressed, move the mouse to control the size of
the object.
To change the object properties, double-click the object.

To add a performer, follow the procedure
Add
performer
1) Press the Add performer button
2) Click the editor’s screen to add a new performer
3) Double-click the new performer to change its properties.

To add a new task, follow the procedure:
Add task
1) Press the Add task button
2) Click on a performer to add the new task
3) Double-click the new task to change its properties
In order to assign a task to a performer, the rectangle
representing the task must be entirely included within the
rectangle representing the performer.
You can assign several tasks to the same performer. You might
need to resize the performer’s rectangle, if necessary.

To add a link, connecting two tasks, follow the procedure
Add link
1) Select the task to be executed first (between the two
tasks)
2) Press the Add link button
3) Click on the subsequent task
The direction of the path between the two linked tasks will be
indicated by an arrow.
The link indicates the path the workflow will follow. Thus, when a
task is completed the workflow is directed along the one of the
links which connect the completed task.
It is possible that two tasks to be connected both ways.

43

Blue Doc User Manual

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