Add Image to Document Imaging with 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 the 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 with 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 – Copy.
   • Copy – used by ANDI Center staff and workers with FileDirector access.
   • Select – used by workers, no access to FileDirector.
4. The Index Information will be blank until the index information has been copied.
5. On the Detail window, highlight a person, select the Actions drop down menu, and select the Copy Person Index Info option.  The person’s name and index information will populate in the Index Information box on the Add Image window.
6. The Generate Alert box defaults to checked, which will create an alert when the document is saved.  If an alert is not needed, remove the check by clicking in the box.
7. 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.
8. Highlight the document.  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.
9. Select the category of the document from the drop down list.
10. 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.
11. The Received Date field populates with the current date.  If the email was received prior to the current date, change the date to the correct Received Date.
12. If the email applies to more than one person or the document should be split between multiple categories, the QA Add   button is used to perform additional indexing in FileDirector.
    • After the Index Information has been completed and the document has been reviewed for readability click the QA Add  button.  A blue line will outline the QA Add button after it has been selected.
    • Select the Save  button.  A Print message or Adobe Reader will open during the save process; when the message/Adobe Reader disappears, you can begin saving another document.  The save process takes a little extra time to complete.  Therefore, we have allowed for three concurrent saves running at the same time.  If you exceed this 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.”
    • Additional indexing can be done in FileDirector.  The Save functionality on this window is similar to the check in functionality in FileDirector.
13.  If no additional indexing is necessary in FileDirector, after the Index information has been completed and the image has been reviewed, select the Save   button.  Refer to the save rules above.
14. After the save completes the document is available for viewing in N-FOCUS.

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

Note:   If images should be added for another person; on the Detail window for the other person, highlight the person’s name; select Actions, Copy Person Index Info.  This changes the name on the Add Image window, images can then be moved for that person.  If the person is in a different Master Case, open the new Detail Master Case window, highlight the person, select the Actions drop down menu, and select the Copy Person Index Info option.  

The QA Show  button is used to view documents added in the QA Add process for additional indexing to be done in FileDirector. Documents can be multi-selected or a single document can be selected.

Select the Review button to open the selected document(s) in FileDirector.  These are now considered a checked out document in FileDirector.  The Review functionality is similar to the check out functionality in FileDirector.  Index the document accordingly.  When the indexing is complete; check in the document.

On the QA Image window highlight the documents that have been indexed and checked in in FileDirector.  Select the Delete button to remove these documents from this window.  Close the window.

You will return to the Add Image window.  If there are additional documents in the Selected Document box, they should be saved or removed prior to Closing this window.

Adding a file by Browsing on the Add Image window:

1. Select the Add Image icon.  The Add Image window will open.
2. Copy the appropriate person index info in the Index Information box.
3. After the person index info has been copied, and the name and index information displays on the Add Image window, 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.
   • 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.
   • Double click on a document or
   • 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 .
   • These documents now display in the Selected Documents box.
   • If a document has been added to the Selected Documents box in error, highlight the document and select the Remove button . Or select the document and drag if off the window. The document will be removed from the list.
6. Highlight the document in the Selected Documents box, index according to the steps above (steps 8 - 11), and select the Save button.
7. After the save completes the document is available for viewing in N-FOCUS.

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.

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

(12-2011)