Add Image to Document Imaging with No File Director Access

The Add Image icon is located on the Detail Master Case window, the Person Detail window and the Detail Organization window.  It allows user the ability to drag and drop emails and/or attachments or Browse saved files to save the images in Document Imaging. File types that can be saved to Document Imaging include; PDF, Word (DOC, DOCX, DOT, DOTX), Excel (XLS, XLSX) and Images (TIF, TIFF, JPG, JPEG).

Workers without access to File Director should follow these steps:

Adding an email from Outlook or a file from Windows Explorer by dragging and dropping:

Note:  Outlook/Windows Explorer must be open to drag and drop an email/file.

1. Open N-FOCUS to Detail Master Case, Person Detail or Detail Organization.
2. Select the Add Image icon.  The Add Image window will open.
3. Select the appropriate Indexing Mode - Select
   1. Copy – used by ANDI Center staff and workers with FileDirector access
   2. Select – used by workers, no access to FileDirector
4. The Index Information will be blank until a name has been selected.  Select the person's name from the drop down list.
5. The Generate Alert box defaults to checked, which will create an Alert when the information is saved.  If an Alert is not needed, remove the check by clicking in the box.
6. Select the email in Outlook OR select the file in Windows Explorer that is to be moved.  Drag and drop the email/file to the Selected Documents box on the Add Image window.  
7. Highlight the document in the left box of the Selected Documents area on the window.  A preview of the document will display in the preview window.
   • Note: It is critical you always wait for the preview to display your document before selecting Save. If an error message appears, the document WILL NOT save, contact Production Support.
   • Note: Password protected documents are NEVER allowed. Please return these documents to the original sender and request they remove the protection before resubmitting.
8. Select the category of the document from the drop down list.
9. The Image Option defaults to Standard.  If the image has shaded areas with text in these shaded areas, the Enhanced Option should be used.  The preview of the image is the enhanced view; therefore, you will not see a difference in the preview when selecting this option.   You will see a difference when viewing the document in the N-FOCUS windows.   
10. The Received Date populates with the current date.  If the email was received prior to the current date, change to the date to the correct Received Date.
11. After the Index information has been completed and the image has been reviewed, select the Save   button.  A Print message or Adobe Reader will open; when the message/Adobe Reader disappears, you can begin saving another document.  The save process takes a little extra time to complete.  Three concurrent saves are allowed.  If you exceed the limit a warning message will display – “Please wait while processing of previously saved documents completes”.  Another message will display when the number of concurrent saves drops below the maximum – “You may continue saving additional documents”.   
12. The image is now available to view by using the Document Imaging icon in N-FOCUS.
13. If there are additional documents in the Selected Document box, they should be saved or removed prior to selecting the Close button.   Images can be removed by highlighting and dragging off the window, or by highlighting and selecting the Remove  icon.  Select the Close button to close the window.  

Note:  Do not close N-FOCUS until the document has saved completely.

Note:  If images should be added for another person in the Master Case, the name on the Add Image window can be changed by opening the drop-down beside the name and selecting another person within the same Master Case.  If the person is in a different Master Case, the Add Image window should be closed and reopened from the appropriate Detail Master Case window.

Adding a file by browsing on the Add Image window:

1. Select the Add Image icon.  The Add Image window will open.
2. Select the appropriate person in the Index Information box.
3. After the person has been selected, and the name and index info displays in the Index Information box, select the Browse button.  
4. The Browse For Folder dialog box opens.  Locate and select the folder that contains the documents to be added.  Select the OK button.  
   1. Caution:  All of the files within the folder will become available in the Available Documents Box of the Add Image window, therefore, it is advisable to create a specific folder in which to store the files you want to put into Document Imaging.  Once the files have been stored in Document Imaging, you can delete them from the folder.
5. The files/documents in the selected folder will display in the Available Documents box.
   1. Double click on a document or
   2. Select one or more documents (if selecting multiple documents, hold down the Shift Key at the same time you select the additional documents) and click the Add button .   
   3. These documents now display in the Selected Documents box.
   4. If a document has been added to the Selected Documents box in error, highlight the document and select the Remove button or highlight the document and drag it off the window.  The document will be removed from the list.
6. The Generate Alert box defaults to checked, which will create an Alert when the information is saved.  If an Alert is not needed, remove the check by clicking in the box.
7. Highlight the document in the Selected Documents box, index according to the steps above (steps 7 - 12).

Note: The next time the Add Image window opens, it will default to the browse folder last used, and Available Documents will contain all the files from this folder.  At any time you can open Browse to select another folder.

(12-2011)