Process Documents

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Purpose

To view, delete, or finialize uploaded documents.

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Locations Used

Process Documents, Upload Documents

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Overview

Once documents are scanned into the FileitSuite system, they are ready to be processed, in other words reviewed and saved into the database. The Pending Process List is always displayed in a gray box in the top corner of FileitSuite’s window. This indicates the total number of documents that have been scanned and are waiting to be processed so that they can be stored in FileitSuite.

FileitSuite can store documents of various file types. However, the .PDF format is the recommended and preferred file type for FileitSuite.

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The Process Documents Page

To begin processing the pending documents, click on the link in the Pending Proces List box or make the menu selection Process Documents from the navigation bar. The Process Documents page will appear.

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Process Documents - initial view


Initially, the left side of the screen will list all the document groups, and the right side will be blank. Each document group will have a number next to it in parentheses. This number indicates how many documents are pending for that group. Click on the document group that you wish to process documents for. The right side of the screen will be updated to list the pending documents for that group. The list includes the following information:

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Documents to process for a document group


a. Name – This is the name of the document that is waiting to be processed. Various file types can be scanned into FileitSuite, however most documents will be in .PDF format.

b. Size – This is the size of the document.

c. Updated – This is the date and time that the document was scanned into FileitSuite.

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How to Process a Document

Click on a document name that you wish to process from the Process Documents page and the Process Document Details page will appear. This page displays the scanned document with several controls, similar to Adobe Reader, that allow you to print, save, view, and page through the scanned document.

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Document Details

1. Verify that the scanned document is in order. Examples of things to look for:

a. Make sure all the data is readable. For example, verify that highlighted data on the original document is not a solid black line on the scanned document.

b. Make sure the pages for the document were scanned properly. For example, sometimes a page feeds through the scanner at an angle and not all the data is included in the scan.

c. Make sure the document is complete. For example, make sure all the pages of the original document got scanned – sometimes pages stick together through the scanner.

2. Enter values for the metadata.

This data is used for storing the document in FileitSuite and performing searches for that document. Any field that has a “*” in front of it indicates that you are required to enter a value. The input fields for the metadata may vary for documents in other document groups.

If the input field must follow a specific format, the format will be displayed after the field name, for example:

Invoice #: ______ #####-## (For example, 38259-01)

3. Click one one of the buttons:

SAVE & CONTINUE: Save the document into FileitSuite and continue to the next pending document for this document group.

SAVE: Save this document into FileitSuite and return to the Process Documents page.

DELETE: You will be asked to verify that you wish to delete the scanned document from the system. Once the scanned document is deleted, it is no longer available for processing or storing in FileitSuite. You would have to re-scan the document if you want to store it in FileitSuite.

CANCEL: Do not save any changes and leave the scanned document as pending.

NEXT: Do not save any changes to the currently viewed document and display the next scanned document for this document group that is waiting to be processed.