User Manual Bit File

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Canella S.A. | 2

Contents

Introduction ........................................................................................................................................ 5

Access to BitFile ............................................................................................................................... 7

Security Module ................................................................................................................................ 10

Accessing the Security Module ..................................................................................................... 11

Create Users .................................................................................................................................. 12

Create Groups ............................................................................................................................... 14

Assign users to groups ................................................................................................................... 15

Assign Menus to Groups ............................................................................................................... 16

System User ................................................................................................................................... 18

Create a Windows Service Account .......................................................................................... 19

Assign File System Permissions to Windows Service Account .................................................. 23

Assign Windows Service Account to BitFile .............................................................................. 26

Log Report ..................................................................................................................................... 27

Storage Module ................................................................................................................................. 29

Create Archives ............................................................................................................................. 31

Assign Permissions to Archives ................................................................................................. 33

Rename Archive ........................................................................................................................ 35

Delete Archives ......................................................................................................................... 36

Create Cabinets ............................................................................................................................. 37

Assign Permissions to Cabinets ................................................................................................. 39

Rename Cabinets....................................................................................................................... 41

Delete Cabinets ......................................................................................................................... 42

Create Folders ............................................................................................................................... 43


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Assign Permissions to Folders ................................................................................................... 45

Rename Folders ......................................................................................................................... 47

Delete Folders ........................................................................................................................... 47

Create File Types ........................................................................................................................... 49

Add Files to Folder......................................................................................................................... 54

Document Template Module ............................................................................................................ 56

Create Categories .......................................................................................................................... 57

Delete Category ......................................................................................................................... 61

Rename Category ...................................................................................................................... 62

Create Document Templates ........................................................................................................ 63

Create Keys ................................................................................................................................ 69

Create Zones.............................................................................................................................. 73

Document Template Properties and Versioning ....................................................................... 81

Document Template with Multiple Base Images ...................................................................... 83

Document Viewer Properties. ................................................................................................... 87

Document Viewer Properties. ................................................................................................... 87

Editing Base Images ................................................................................................................... 88

File Watcher Module ......................................................................................................................... 90

Add Folder To Be Watched ........................................................................................................... 91

Images Arrival to Watched Folders ............................................................................................... 93

Delete Watched Files .................................................................................................................... 96

Searching Module ............................................................................................................................. 97

Standard Search ............................................................................................................................ 97

Advanced Search ........................................................................................................................... 99

Document Management Module .................................................................................................... 101

Configure Document Creation Options ....................................................................................... 101


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Document Creation by Plantilla (Document Templates) ........................................................ 102

Standard Document Creation ................................................................................................. 108

Editing of Processed Documents ............................................................................................. 113

Configuraciones ............................................................................................................................... 116

Email configuration ..................................................................................................................... 116

Data base configuration .............................................................................................................. 118

Scanner Configuration ................................................................................................................. 119

Licenses ........................................................................................................................................... 120

BitFile licenses ............................................................................................................................. 120

Professional OCR License ............................................................................................................ 121


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Canella S.A. | Introduction 5

Introduction

BitFile is a system for scanning, indexing, processing and managing documents designed

and developed by Canella S.A. BitFile is oriented towards high volume document processing to

create digital libraries whose functionalities among others are preservation of paper documents,

ease of access, search of and security of documents, and high scalability storage. Using BitFile

avoids frustrations due to management of physical paper documents while handling documents in

a secured fashion. The following diagram illustrates a high picture overview of the management of

documents in BitFile

BitFile contains the following modules to perform the workflow described above:

Security Module: This module is in charge of managing users, groups, menus and permissions to

the storage structure while keeping track of all of the activities perform in the system.

Scanning Module: This module is used to administered scanner configurations and automation of

document scanning.

Storage Module: This module is used to design the scalable structure for storage, to manage

document storing and indexing, and to administer document templates.


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File Watcher Module: This module is used for monitoring folders in local or network locations

awaiting for images to arrive and indexed by BitFile automatically afterwards.

Document Template Module: This module is used for creating document templates and applies

them to batch of documents being processed.

Document Management Module: This module is used to load, scan, and index documents to

folders or files in the storage structure.

This manual explains how the modules above work and provides simple examples about using

them in real world environments


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Access to BitFile

1. Once BitFile has been installed, it can be accessed by going to Start->All Programs->Canella->BitFile. Click in BitFile as shown below :


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2. BitFile will ask for the credentials to login. If you are not an administrator, thesecredentials will be given by the BitFile system administrator. Otherwise, these

credentials are the ones youve assigned in the installation process (Refer to

Installation of BitFile document)3. Provide your username and password and click Aceptar.

4. The following screen will be displayed which is the BitFile start window


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5. Below are the components of BitFile start window

xBitFiles button. It containsmenus for administrative

functions such as security

and database configuration

Menusoptions

Storage explorer

File Manager

Documents Grid


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Canella S.A. | Security Module 10

Security Module

BitFiles security module allows creating users and groups, assigning users to groups,

restricting access to documents, and managing content access to users in the system. The mainconcept of this module is assigning users to groups, and restricting access to archives, cabinets,

and folders as needed. Below is shown a simple diagram illustrating the security schema used in

BitFile to restrict content access. Basically, users are assigned to groups and permissions are

assigned to those groups to limit what they can access in BitFile.


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Accessing the Security Module

In order to Access this module, go to BitFiles button->Seguridad as shown in figure below.

This functionality allows creating users, groups, reports about users activities in the system,

assigning a windows service account under which BitFile will access resources on the network andcomputer.


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Create Users

A new user can be created in BitFile by going to BitFiles button->Seguridad->Usuarios as shown in

the following figure:


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In the following screen, provide the username and password for the new user and click Aceptar.

Once a new user has been created, it will be displayed under the list below the label Usuarios as

shown in the following figure. Then, that user must be assigned to a group(s) as explained in the

Assign users to groups section. Failure to do so will not allow the user to work properly in the

system.


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Create Groups

Groups allow BitFile to manage permissions to documents and menu options in the

system. Users belonging to a group will be restricted to the group permissions. However, if a user

belongs to more than one group, BitFile will merge permissions from both groups, but the allowpermissions will take precedence over the deny ones. For instance, if the Marketing group does

NOT have access to the security module, and the accounting group does; then, a user belonging to

both of those groups will have access to the security module. Instructions on how to create a new

group are given below:

1. Go to BitFiles button->Seguridad->Grupos as shown in the following figure:

2. Type the groups name and then click Agregar


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Assign users to groups

BitFile users can be assigned to one or more groups depending on the users needs. For

instance, a user may need access to both Marketing and Accounting department documents and

this can be accomplished if that user is assigned to both groups. Steps on how to assign users togroups are shown below:

1. Go to BitFiles button->Seguridad->Usuarios.2. The window displayed after step 4 will appear, and the user to be assigned groups must be

chosen. The user must be listed below the label Usuarios.

3. Check the group or groups the user will be assigned to under the label Grupos.4. Click


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Assign Menus to Groups

BitFile allows restricting what menu options groups have access to. This way,

administrators can manage more effectively what users can accomplish in the system. For

example, if the Marketing group must not have access to the security module; then, all othermenu options have to be assigned to that group but the security module menu option. BitFile has

three category menu options which are:

1. General purpose. This category includes menus about BitFiles security options and isfound by going to BitFiles button->Seguridad. The following are the menus that fall

under this category.

a. Usuariosb. Gruposc. Configuracin de Usuario del sistemad. Bitcorae. Manual de Usuario

2. Individual category that includes the following:a. Cambiar contrasea

3. Operational category that includes the following:a. Tipos de documentob. Tipos de Expedientec. Configurar Carpetas de Monitoreod. Ver monitor de carpetase. Agregar Archivosf. Agregar Gabinetesg. Agregar Carpetash. Agregar Expedientesi. Imprimir y Exportar

j. Configurar cuentas de correo y enviar correo


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In order to assign menu options to a given group follow these instructions:

1. Go to BitFiles button->Seguridad->Grupos.2.

On the screenshot shown after step 4, select the group to be assigned menus

3. Select the menu options the group selected on the previous step will have access to.4. Click Asignar Permisos


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System User

One of BitFile main advantages is the ability to assign a windows service account (local

computer or domain) to access folders and documents in the computer or network; this way, all

BitFile users will be mapped to this service account.

The capability of assigning a system user to BitFile (windows service account) restricts

users from accessing documents and folders created from BitFile using the windows explorer.

Therefore, users will not be able to edit/delete documents nor folders managed through BitFile if

only the windows service account assigned to BitFile has access to them. If a system user has not

been assigned to BitFile, it will use the one currently logged on the computer. The figure below

illustrates that BitFile users will be mapped to the assigned windows service account to manage

File System resources: folders and documents.

For instance, if BitFile has no System User assigned, and a new folder called Finanzas is

created from BitFile in the C:\ directory, the user currently logged on the computer can go to that

directory using the windows explorer and delete that folder. BitFile will no longer be able to store

nor read documents found in the Finanzas folder. Furthermore, if other BitFile users store


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documents in the Finanzas folder, they will not be accessible anymore as the folder was

removed by the user currently logged on the computer.

The solution to this problem is creating a windows service account; assign it to BitFile as

the System user and then, give permissions to the Finance folder only to that windows service

account. The following section shows how to create a windows service account, assign it to BitFileand give appropriate permissions to that account to a given folder in the File System.

Create a Windows Service Account

1. In this example a Windows account called BitFileSysUser will be created. In order to doso, go to Start->Panel de Control->Cuentas de Usuario->Administrar Otra Cuenta. The

following screenshot will be displayed, and click Crear una nueva cuenta


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2. On the following screenshot, type BitFileSysUser in the textbox displayed, and thenclick Crear Cuenta


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3. On the following screen click BitFileSysUser

4. Click Crear una contrasea


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5. On the following window provide a password for the windows service account andclick Crear Contrasea


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Assign File System Permissions to Windows Service Account

This section explains how to assign permissions to the Windows Service account to the

directories it will have access to. This example will follow up the scenario of limiting access to the

Finanzas folder only to the windows service account created in previous section.

1. Go to C:\Finanzas and right click on it, the click Propiedades as shown below


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2. Go to Seguridad tab and click Editar, then type BitFileSysUser and finally pressAceptaras shown below:

3. On the following popup click Control Total (or the necessary acess to the Windowsservice account for the folder such as read, write, and exectue), then click Aplicar


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4. On the following popup click Aceptar


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Assign Windows Service Account to BitFile

This section explains how to assign the Windows service account under which BitFile will map all

of its users to access File System resources:

1. Go to BitFiles button->Seguridad->Usuario de Sistema, as shown below:

2. In the following window type the username and password of the Windows ServiceAccount created previously and the domain or computer it belongs to. Then, click

Aceptar


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Log Report

Log report is a tool shipped with BitFile to generate reports of activity history performed by

users in the system. The following actions are audited by BitFile to generate this reports: Add, Add

Group, add image, add user, assign user to group, assign permissions to group, assign permissionto user, delete log, change smtp configuration, change password, configure folder watcher,

configure system user, copy, delete, delete group, delete image, delete user, send email, scan

images, export & import images, print, log in to BitFile, modify, modify group, modify images,

modify user, move, log off from BitFile, display Log Report, display User Manual.

The following steps show how to generate a report of activities for a given user during a specific

date range using the Log Report tool.

1. Go to BitFiles buton->Seguridad ->Bitcora as shown below:


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2. In the following screen select the date range, users, activities, and storage items to beaudited and for which to generate a report. The click Generar

3. The following screen will itemize the activities performed by selected user during the daterange selected. This report can be exported to Excel format by clicking Exportar a Excel,

Storage items

Activities

Date range

Users


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Canella S.A. | Storage Module 29

Storage Module

The storage module shipped with BitFile is used to create physical and logical structures

for documents to be stored. This module manages documents effectively and orderly so thatstoring and searching huge amounts of documents can be easily achievable. BitFiles storage

module contains 4 levels to create physical and logical structures which are explained below:

Archive:

An archive groups storage locations. An archive can only contain cabinets as their children

storage items.

Cabinet

A cabinet specifies a directory in the HDD (Hard Drive Disk). It may only contain folders asits children items. A cabinet may be copied or cut and then paste in another archive.

Folder

A folder allows storing documents, other folders or files. A folder may be copied or cut

and then past to a different folder or cabinet.

File

A file is hosted inside a folder and allows grouping of document templates and

associate it with keywords for distinction and searching purposes. A file works similarly asa folder to store documents; however, it lets controlling the document templates it will

contain and it can associated with keywords


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The following figure illustrates the hierarchy of the different levels of the storage module


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Create Archives

1. After logging in to BitFile go to Ventanas tab and make sure the option Explorador deunidades de almacenamiento is checked as shown below:


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2. Go to Inicio tab and click in Archivo as shown below:

The same can be accomplished by right clicking BitFile explorer and click Nuevo Archivo as

shown below


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3. A new archive will be displayed in BitFile explorer which can be renamed as desired.

Assign Permissions to Archives

After an archive has been created, it is very important to assign permissions to groups in BitFile

that will access it. The follow steps explain how to accomplish this:

1. Right click on the archive, and click Propiedades as shown below:

New archive created

that can be renamed


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2. Go to Seguridad tab as shown in the following figure:

a. Select the groups to assign permissions from the left and the permissions forthose groups on the right. Then click Aceptar

b. Remeber the following about permissions:i. Lectura (Read): Can read contents inside archive, but cannot modify themii. Escritura (Write): Allows to add new content in archive

iii. Modificacin (Edit): Can edit contents in archive, but cannot be removediv. Eliminacin (Delete): Allows deleting contents in archive.


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Rename Archive

Changing an archive name can be accomplished by right click on the archive to be renamed and

click in Cambiar Nombre. Also, this can be done by selecting the archive and pressing F2.

The archives name will be in edit mode so that a new name can provided.


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Delete Archives

To delete a given archive, right click on the archive to be deleted and click Eliminar as shownbelow:

The following screen will be displayed to confirm about the archive to be deleted and if it

will be deleted physically. IfBorrar fsicamente is unchecked; then, the archive to be deleted and

its contents simply will not be displayed in BitFile. However, user with appropriate File System

permissions can go to the directories inside the archive with the windows explorer and contents

will still be there. If Borrar fsicamente is checked, contents inside the archive to be deleted willbe removed permanently from BitFile and the File System and cannot longer be recovered.


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Create Cabinets

1. In order to create a new cabinet, an archive must be first selected that will host this newcabinet. Then, go to Inicio tab and click Gabinete as shown below:

This can be also be accomplished by selecting the archive that will host the cabinet and the right

click it and select Nuevo Gabinete as shown below:


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2. In the screen below the following items must be provided :a. Cabinets anemb. Maximum space used for storage in that cabinet. 0 means unlimited space.c. The cabinets location in hard drive. This directory can be locally in the computer

or in the network. However, BitFiles system user must have access to

read/write/edit to this directory. For more information regarding BitFiles system

user go to System User section.


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Assign Permissions to Cabinets

1. Select the cabinet to assign permissions, and then right click on it a click in Propiedadesas shown below:


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2. In the following window go to Seguridad tab and select the groups from the left andpermissions from the right to assign.

a. After selecting the permissions of the cabinet for the listed groups clickAceptar

c. Remeber the following about permissions:i. Lectura (Read): Can read contents inside cabinet, but cannot modify themii. Escritura (Write): Allows to add new content in cabinet

iii. Modificacin (Edit): Can edit contents in cabinet, but cannot be removediv. Eliminacin (Delete): Allows deleting contents in cabinet.


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Rename Cabinets

1. In order to rename a cabinet, it must first be selected and right click and then selectCambiar Nombre as shown below:

2. Cabinet name will be display in edit mode to provide a new name.Renaming a cabinet can also be accomplished by selecting the cabinet and pressing F2 on the

keyboard and providing a new name.


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Delete Cabinets

1. Select the cabinet to be deleted and right click on it and the click Eliminar as shown infigure below:

2. The following screen will be displayed to confirm about the cabinet to be deleted and if itwill be deleted physically. If Borrar fsicamente is unchecked; then, the cabinet to be

deleted and its contents simply will not be displayed in BitFile. However, user with

appropriate File System permissions can go to the cabinets location inside the archive with

the windows explorer and contents will still be there. If Borrar fsicamente is checked,contents inside the cabinet to be deleted will be removed permanently from BitFile and the

File System and cannot longer be recovered.


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Create Folders

This section explains how to create folders that used to store documents and files

1. The cabinet or folder that will host the folder to be created must be first selected; then, gogo Inicio tab and click Carpeta as shown below:

Creating a new folder can also be done by right click on the cabinet or folder that will host it and

then click Nuevo Carpeta as shown below:


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2. Provide the folders name as shown below:


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Assign Permissions to Folders

1. Select the folder to assign permissions; then, right click on it and click Propiedades asshown below:


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2. Go to Seguridad tab and select appropriate permissions

a. Select the group to assign permissions from the left and the permissions to beassigned from the right and then click Aceptar

b. Remeber the following about permissions:i. Lectura (Read): Can read contents inside folder, but cannot modify themii. Escritura (Write): Allows to add new content in folder

iii. Modificacin (Edit): Can edit contents in folder, but cannot be removediv. Eliminacin (Delete): Allows deleting contents in folder.


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Rename Folders

1. Select the folder to rename, right click on it and click Cambiar Nombre as shown below:

2. Provide the new folders name.Renaming a folder can also be done by selecting the folder to be renamed and pressing F2.

Delete Folders

1. Seleccionar la carpeta a eliminar, luego click derecho y presionar Eliminar


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2. The following screen will be displayed to confirm about the folderto be deleted and if itwill be deleted physically. If Borrar fsicamente is unchecked; then, the folder to be


appropriate File System permissions can go to the folders location inside a cabinet or

another folder with the windows explorer and contents will still be there. If Borrar

fsicamente is checked, contents inside the folder to be deleted will be removed

permanently from BitFile and the File System and cannot longer be recovered.

.


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Create File Types

Files are places in the storage module were only images can be hosted. A file allows

grouping of images, assigning keywords for it, and defining the document templates that will hold.

In order to create the structure of a File (File Type) the following steps must be followed:

1.Go to Herramientas tab and click Administrador as shown below:

2.Click in the button shown below to create a new File Type:


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3.Click Tipos de Documento as shown in the following figure. Check the options needed forthis file as explained in literals a y b.

a. Check Permitir Insercin de Otros Tipos de Documento to allow imagesassociated to other document templates not listed there to be inserted in the file.

b.Check Permitir Insercin de Documentos Sin Tipo to allow images with nodocument type associated to be inserted in the file.

Add document

template


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4. Click + to add document templates that the file must contain. In the following windowthat will be displayed, select the document template to be added and then click Aceptar:

5.The selected document template will be displayed as shown below:

Document templates

available. Select one

Image of document template

Keys of document template

Document templates filemust contain


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6.Then, keys must be created for the file. Keys will hold values to distinguish an instance ofthe file type from other files.


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Canella S.A. | 53

7.Click + to add a new key. Provide the name and the value type: numeric, date or text asshown below:

To remove a key click the button -.

8.Save the file clicking in the button shown below:


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Canella S.A. | 54

Add Files to Folder

1. In order to add a file to a folder, select the folder where the file will be hosted. Then, go toInicio tab and click Expediente as shown below:

2. In the following window select the File Type to be added and click Aceptar

File types availableDocument types that file must

containt

Keys of the document type

selected above


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3. The file will be shown in the panel to the right of BitFile explorer as shown below:

a. A file can be renamed if press F2 and then provide the new nameb. Assign values to file keys

4. File is now ready to host images

File added

Provide values for the

keys of the file


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Canella S.A. | Document Template Module 56

Document Template Module

BitFile uses document templates to categorize and recognize the type of images being

scanned or loaded from a HDD location so that those images can be indexed properly. Forinstance, an image of a scanned bill can be used as a document template by indicating the places

in the image that need to be indexed. After creating the document template, more bill documents

can be scanned and be applied the document template created so that BitFile categorizes those

scanned documents as type Bill. Below is a high level overview of how document templates are

created:


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Components of a BitFile Document Template

1. Base Image with TIFF, PDF, o JPG format. This image will be used as a template tocategorize and index documents to be scanned or loaded to BitFile

2.

Zones. They are rectangular areas inside the base image whose text inside will berecognized by BitFiles OCR (optical character recognition). If the text inside these zones

are to be indexed; then, those zones will have to be associated with keys. (Please refer to

following step)

3. Keys. They store the text recognized by BitFiles OCR in the database and associate thosevalues with the instance of the image being processed. This process is called indexing.

4. Scanner Properties. They refer to the properties that the scanner was configured to atthe moment of scanning the base image so that documents to be scanned with this

document template will have the same scanner preferences as the base image.

Create Categories

A category is similar to a folder in BitFile explorer; although, it is used to host document

templates so they may be grouped properly. The following steps explain how to create a category.

1. Go to Herramientas tab, then to Administrador above the Tipos de Documentoslabel as shown below:

Click here


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2. Click on the bottom shown below to create a new category:

Click here to create a new

category


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3. In the following window provide the category name and its location. Remember that ifBitFile is running using a system user (Refer to System User section for more details),

this user must have access to the location of the category.


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4. Go to Seguridad tab and assign appropriate permissions to groups that will access thiscategory.

a. Select the groups from the left and the appropriate permissions for those groupson the right and the click Aceptar

b. Remeber the following about permissions:i. Lectura (Read): Can read contents inside category, but cannot modify

them

ii. Escritura (Write): Allows to add new content in categoryiii. Modificacin (Edit): Can edit contents in category, but cannot be removediv. Eliminacin (Delete): Allows deleting contents in category.


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5. Once the category has been created, it will be displayed as shown below:

Delete Category

1. To remove a category, it must first be selected and click on the bottom shown below:

Click here to remove

cateogry


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3. The following screen will be displayed to confirm about the categoryto be deleted and if itwill be deleted physically. If Borrar fsicamente is unchecked; then, the category to be


appropriate File System permissions can go to the categorys location with the windowsexplorer and contents will still be there. If Borrar fsicamente is checked, contents inside

the category to be deleted will be removed permanently from BitFile and the File System

and cannot longer be recovered.

Rename Category

Select the category to be renamed and press F2. Then, provide the new category name


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Create Document Templates

This section explains how to create document templates

1. Go to Herramientas tab and then to Administrador above the Tipos de Documentoslabel as shown below:

2. Select the category that will host the document template to be created and then right clickon it and click Nuevo Tipo de Documento as shown below:

Click here

This button can also be pressed once

the category has been selected to

create a new document template


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3. Provide the document template name as shown below:


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4. In the following window that will be diplayed, the base image must be loaded or scanned.Below is shown what button is used to load and scan a base image.

Load image from a

HDD location

Scan image


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5. If loading an image from a location in the HDD is selected; then, the following window willbe displayed. Browse to the image and click Abrir as shown below:


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6. The base image will be loaded to BitFile as shown below:


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7. Click the button shown below to save changes

8. Next steps are defining zones and keys for the base image to complete the documenttemplate.

Save document template


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Create Keys

Keys are an important part of a document template as they will hold the text recognized

by BitFiles OCR in the zones defined on the base image. The value types that keys can store are:

Text, Numeric and Date. For instance, if for the base image loaded in previous section there is

need for storing its phone number (text), Report No (numeric) and client name (text), then

appropriate keys must be created for it as shown in the example that follows:

1. Once the base image has been loaded or scanned, click in Llavesas shown below:

Click here


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2. In the following window click in the button + for each key to be created as shown in thefollowing figure:


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3. In the first column type the name of the zone and in the second column the value type:text, numeric or date. Furthermore, BitFile allows assigning a default value if the text

recognized by the OCR is empty. This default value is provided in the third column called

Valor Por Defecto


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4. If a key needs to be removed; then select it and click - button as shown below:

5. Press the button below to save the document template

Press here


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Create Zones

Zones are rectangular areas defined in the document templates base image from which text

will be recognized by BitFiles OCR and then indexed in the document templates keys. There are

four types of zones BitFile supports explained below:

1. Printed Text: These types of zones are rectangular areas used in computer generated textplaces found in the base image.

2. Handwritten Text: These types of zones are rectangular areas used in handwritten placesof the base image.

3. Barcode: These types of zones are rectangular areas where barcodes are found in the baseimage

4. MICR: These types of zones are rectangular areas where MICR is found in the base image.MICR is a code used in the bottom of bank checksThe following screenshot shows the buttons to use in order to create any of these zone types:

Printed text zones

Handwritten text

Barcode zones

MICR zones


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For instance, if the following image is used as the base image of the document template,

and there is a need to index the phone number, Report No, and client name; then, three different

zones must be created with appropriate zone types. Phone number and Report No can be defined

as printed text zone, and client name as handwritten zone type.

Phone number Report No.

Client name


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In order to create zones for the image base document, the following steps must be followed:

1. Once the base image has been scanned or loaded, select the zone type to be defined.In this example, it will be used the printed text zone type for defining the Report No

zone in the base image shown below

Select zone type


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2. The next step is drawing the rectangular area with the mouse delimiting the zoneboundaries. In order to do this, position the mouse cursor on top of the base image

and the cursor will then be displayed as + after which the drawing of the zone can be

started. Steps number 2-5 must be repeated for each zone to be recognized byBitFiles OCR.

Zone drawn for printed

text


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3. In order to index the text inside the zone recognized by the OCR, it must be associatedwith a previously created key (Refer to section Create Keys). First, click on the zone

to select it and then go to the dropdown menu shown below to select the key to be

associated with the zone.

Pick the key to be

associated with t

zone selected


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4. Finally, the rest of the zone properties must be configured as explained below:a. Text length: Specifies the minimum and maximum length of characters

allowed in the text to be recognized in the zone.

i. If the zone does not meet minimum and maximum threshold ofcharacters allowed, BitFile will ignore the text and save it as empty

text.

ii. If minimum length is set to zero, BitFile will not check for theminimum length in the text inside the zone. Same way, if maximum

length is set to zero, BitFile will not check for the maximum length in

the text inside the zone.

b. Tolerance: It means the uncertainty that user is willing to accept from BitFilesOCR. BitFiles OCR is capable to determine the percentage of accuracy on the

text recognition in a given zone. If BitFile determines that a text was

recognized without any errors; then, the certainty percentage about that

recognition will be 100%. However, if BitFile determines that maybe a few

characters were not recognized properly it may say that the certainty for that

recognition is 90%, which means 10% of uncertainty or tolerance. In other

words, a tolerance of 5% means that user is expecting BitFile to be 95% certain

about the recognition. The formula for tolerance if: 100% - BitFiles recognition

certainty percentage. If a value falls above the tolerance level, BitFile will

generate a recognition error for that zone and the user must determine what

to do with it. Please refer to following section Error Handling to determine

what to do with recognition errors.

c. Error Handling: Error Handling allows the user to take actions when BitFilesOCR didnt meet the tolerance levels set by the user. The following actions can

be taken when a recognition error is raised:

i. Ignore: BitFile will ignore the text inside the zone and will not save itto the key assigned and then move on to the next zone or image to be

processed.

ii. Accept: BitFile will save the text recognized inside the zone and assignit to the appropriate key. Then, it will move to the next zone or image

to be processed.

iii. Truncate: BitFile will abort processing of images when a recognitionerror rises.


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iv. Ask: BitFile will display the zone of the image being recognized and askthe user to make proper corrections manually. Then, it will move on to

next zone or image.

d. Type of characters: User can define what types of characters are allowed inthe text to be recognized inside a zone. If text inside the zone is not the onedefined as allowed; then, the text will be ignored. The following type of

characters can be defined as allowed:

i. All: Allows all type of characters including among others: @, ,#$%&/(, etc.

ii. Alpha-numeric: Allows only letters and numbers.iii. Alphabetic: Allows letters only.iv. Numbers: Allows numbers only.

Text length

Tolerance

Error handling:1. Ignore

2. Accept

3.Truncate

4. Ask

Type of character


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5. Finally, make sure to save the document template by pressing the save button shownbelow

Press here to save


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Document Template Properties and Versioning

The properties of a document template specify the way BitFile will store batch of

documents associated to the given document template. Furthermore, BitFile allows versioning of

document template properties so that the same document template can be used to storedocument batches in different formats. For instance, if a batch of documents is associated to a

given document template to be store in TIF format, but the same template needs to be used for

another batch of documents and this time to store them in PDF format; then, two versions of the

same document template properties must be used. In order to manage versioning and document

template properties go to Propiedades and in the right panel will be displayed the do cument

template properties that can be configured to stored batch of documents as shown below:

Below are shown the properties that can be configured for each version to store batch of

documents

Nombre (Name): Name of the version Tipo de Archivo (File Type): File extension that will be used to stored batch of documents

associated with this versin. File extensions available are: TIF, PDF, JPG, DOC, XLS, PPS,

PPT.

Modo de Guardar (Saving Mode): Save documents as Pginas Individuales (individualpages) o Archivo multipgina (Multipage File)

lick here to

manage

roperties and

ersioning

Remove v

Add new v


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Modo de Color (Color): Blanco y Negro, Escala de grises, o Color (24 bits) [Black andWhite, Grey scale, and Color (24 Bits)]

Resolucin (Resolution): 100, 150, 200, 300, 400, 600 dpi Generar Desde (Generate From): If using more than one versin, the first version will be

available to use in the second one. For instance, if versin 1 is used to save batch of

documents in PDF format, and versin 2 is used to store them in TIF format, but versin 2

Generar Desde option is set to version 1; then, batch of documents processed with

version 2 will be save twice: one with PDF format (version 1) and one with TIF format

(version 2)

ADD and REMOVE VERSION

In order to add a new document template version click in the button + and provide appropriate

parameters. In order to remove a document template versin click in the button Eliminar as in

previous figure above.

Click in the save button shown below

Save document template


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Document Template with Multiple Base Images

1. In order to create a document template with multiple base images, first a documenttemplate must be created as explained in Create Document Templates section. Then,

load the first base image as that section says from a HDD location of from a scanner. Once

the first base image has been added, add a new one again from a location in the HDD or

from the scanner using the buttons shown below.

Add second base image

from HDD location

Add second base imagefrom scanner


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2. Once more than one base image has been loaded to the document template, the followingwindow will appear asking where to place the image :

a. Insertar Al principio del Documento: Inserts new image as the first image in thedocument template.

b. Insertar Despus de la Pgina Seleccionada: Inserts image after selected image indocument template.

c. Insertar al Final del Documento: Inserts image at the end of the documenttemplate.


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In this example, the option Insertar Al Principio del Documento was chosen so that the image is

placed at the beginning of the template document as shown below.

New base image

loaded at beginning of

template document


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If a base image in the document template needs to be removed, right click on its thumbnail and

click Eliminar as shown below:


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Document Viewer Properties.

Below are explained the document viewer properties of the document template viewer.

Zoom

Image rotation

Load images from HDD location

Load images from scanner

Export images to HDD location

Print image

Edit Image

Define zones

Thumbnails


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Editing Base Images

Editing base images in the document template module can be done by selecting the thumbnail of

the image to be edited and right click on it, and click in Editar as shown below:


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The following screen shows what can edited in the image. Once image editing is done click

Aceptar

Zoom

Image rotation

Tool used to select

of the image that w

become the image

Chops off everythin

else

Tool used to blank

the area drawn

Deskew

Brightness and

contrast


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Canella S.A. | File Watcher Module 90

File Watcher Module

This module watches folders on the network or locally in a computer for images to arrive

to be later indexed by BitFile. Once images arrive to the folders being watched by this module,BitFile will alert the user about the images available to be indexed and user must select the folder

where they will be stored and the document template to be applied if needed.

Below is the high level process overview of Folder Watcher Module


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Add Folder To Be Watched

1. To add a new folder to be watched, go to Herramientas tab and click Carpetas asshown below:

2. In the following window click + to add a new folder


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3. Browse to the location of the folder to be watched and click Aceptar as shown below

4. Once a folder has been added, it will be displayed as shown below. In the followingwindow click Aceptar.


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Images Arrival to Watched Folders

1. Once images have arrived to a folder watched by BitFile, a messenger window will appearin the bottom right corner of the screen indicating the amount of images arrived as shown

below:


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2. To Access the images captured by BitFile in the watched folder, go to Herramientas tabclick Documentos above Monitor de Carpetas label as shown below:

3. BitFile will show the images captured in the watched folder as shown below

t of images arrived

watched folder


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4. Double click on any of the images to display it. Then, move the image to the appropriatefolder in the BitFile explorer, delete it, or add comments as shown below:

reates a new folder in

elected cabinet to move

mages there

elete selected images

Move selected image to

ppropriate folder in

itFile explorer

Save changes

Add comments to

selected image


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Delete Watched Files

1. Go to Herramientas tab and click Carpetas as shown below:

2. On the following window, select the folder to be deleted and click - to remove watchedfolder


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Canella S.A. | Searching Module 97

Searching Module

This module allows finding images indexed in BitFile easily and effectively. Images can be

found by specifying text that was previously recognized in the images and associated to

appropriate keys (Please refer to section Document Template Module for more information

about keys and zones). Furthermore, BitFile allows refining searching parameters by specifying

what archives, cabinets, folders, creation dates, and document templates to search within. BitFile

contains two types of searching functionality: standard and advanced.

Standard Search

1. In order to make a standart search in BitFile, go to Bsqueda tab as shown below:

2. Select if searching will be done in documents only (Check Documentos), files (CheckExpedientes), and/or folders (check Carpetas).

3. Type the text to search for and click Buscar.

Type text to search

for


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4. Searching results will show the list of images containing the keyword searched for:Search results


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Advanced Search

1. In order to use advanced search functionality in BitFile go toBsqueda tab and clickAvanzada as shown below:

2. In the following window, provide the text to search for and specify the archives, cabinets,folders, creation dates and document templates to search in:

Click here

Text to search for

Creating dates of imagesto search in

Specify archives,

cabinets, and/or folders

to search in

Specify categories,

document templates,

and/or keys to search in


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3. Searching results will show the list of images containing the keyword searched for:Search results


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Canella S.A. | Document Management Module 101

Document Management Module

This module is used to load, scan, and index documents and store them to appropriate

folders or files in the storage module. (Refer to Storage Module). Document creation workflowis the following:

1. Select folder or file where images will be loaded to2. Select the document template to be applied (optional)3. Load images from HDD location or from scanner

Configure Document Creation Options

In order to index documents in BitFile, the document creation options must be configurefirst. These options allow the user to specify what document templates will be applied to the

batch of documents being processed or the way images will be loaded to BitFile.

The following figure shows where the document creation options panel is located at:

Document cre

options pane


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This panel allows processing documents in two ways: by Plantilla (Document Template) or

Estandar (Standard)

Document Creation by Plantilla (Document Templates)

If batch of documents will be processed using document templates previously created, the

document templates to be used have to be added to the document creation options panel. In

order to do so, follow the steps below

1. In the document creation options panel, click in the Plantilla tab as shown below

2. Provide the base name which is the name that documents in the batch will start withright to the label Nombre base:


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3. Click in the button + to add document templates previously created. If multipledocument templates are added, BitFile will try to apply the best fit for the instance of

document being processed. If BitFile is not capable to identify the document template

to be applied, it will use the one specified as the default in the drop down menu called

Por Defecto. In the following window choose the document template to add and

then click Aceptar:

4. The document template will be listed in the document creation panel as shown below.Remember to select the default document template if more than one is provided in

the Por Defecto drop down menu.

Available document

templates. Select one

Image of document templat

Keys of the document

template


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5. Select the folder or file that will host the images indexed by BitFile. In this example, afile called Expediente Juan Perez inside folder Reportes Enero was used to host

the images.

6. Then, images must be loaded either from: Desde Archivo (from HDD location) oDesde Escner (from scanner). This options are found in Inicio tab above Crear

Documentos label as shown below:


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7. In this example, images were loaded from an HDD location of previously scanneddocuments. However, the same process is used if images are loaded from scanner. In

the following window select the images to be loaded:


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8. Once images have been loaded will be processed and index by BitFile as shown below:

Images are

processed and

assign the bas

name, docum

type and crea

date


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9. Double click in any of the documents shown below to display the image, its propertiesand the text recognized by BitFiles OCR as shown below:

Text recognized by the OCR in the

specified zones of the document

template and associated to

appropriate keysImage of the document that wa

processed.

Version of document template

used. Refer to section Documen

Template Properties and

Versioning for more informatio


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Standard Document Creation

If batch of documents are to be processed without specifying the document templates to

use; then, the standard document creation option must be used. This option allows scanning batch

of documents and create documents every N quantity of pages being scanned. Furthermore,

documents can be scanned and make BitFile to determine what document template fits best out

of all options from the document template repository. However, this option is not recommended

because it is not as reliable as the Document Creation by Document Template. In order to create

documents using this standard option, the following steps must be followed:

1. Click in the Estandar tab in the document creation options panel as shown below:

2. Provide the base name which is the name that documents in the batch will start withright to the label Nombre base:.

3. Provide the appropriate configurations to create documents which are:a. Documento nico (Unique Document): Creates one document only from the

batch of documents being processed

b. Nuevo Documento (New Document): Creates a new document every NoPag specified. For instance, if No. Pag. is 3, then BitFile will make a new

document every three pages

c. Identifica Tipo de Documento (Identify Document Template): BitFile willapply the document template that best fits the document being processed.


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The document being processed will contain number of pages specified in No

Pag option.

Scanner options are the following:

a. Side. Sides of the document to be scanned which can be.i. Simplex: Scans one face of the paper

ii. Duplex: Scans both sides of the paperiii. SkipBlank: Scans both sides of the paper, but will skip any blank side.iv. Folio: Scans an entire stack of papers and merge them to become one

document

b. Color: Scanning color which can be black and White, grey scale, and 24 bitc. Resolution: determines the dots of color per inch in the document or dpi. The

higher the resolution the bigger the image size will be. BitFile allows

configuring scanner to 100, 150, 200, 300, 400, 500, 600dpi depending also on

the scanners capability

d. Orientation: This property allows the image to be rotated after it has beenscanned to 90, 180, 270 degrees or espejo backwards.


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4. Select the folder or file that will host the images indexed by BitFile. In this example, afile called Expediente Juan Perez inside folder Reportes Enero was used to host

the images.

5. Select option Desde Escner to load images from scanner. This option is found inInicio tab above Crear Documentos label as shown below:


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6. Scan images using the scanner options BitFile will display. These options will varydepending on the scanner being used.

7. Once images have been scanned and loaded, they will be displayed as shown below:

Processed ima

with base nam

document

template and

date of creatio


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8. Double click in any of the documents shown below to display the image, its propertiesand the text recognized by BitFiles OCR as shown below:

Text recognized by the OCR in the

specified zones of the document

template and associated to

appropriate keysImage of the document that wa

processed.

Version of document template

used. Refer to section Documen

Template Properties and

Versioning for more informatio


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Editing of Processed Documents

1. In order to edit documents processed in BitFile, go to the folder or file where thedocument is found. The double click in the document to be edited in the list displayed as

shown below:

Processed im

with base na

document

template and

date of creat


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Canella S.A. | 114

2. In the following window will be able to edit the document by adding comments, changedocument type, change document template version, recognize text in image, add more

images to document, export document, among other functionalities as shown in the

following figures

Change document type

Edit text recognized by OCR

in zones indicated by

document template

Add comments

Recognize text in entire page

Click here to display text

recognized in entire page

C

T

v


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Canella S.A. | 115

Edit image

Zoom

Rotate image

Load images from HHC location

Load more images from scanner

Export document

Print document


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Canella S.A. | Configuraciones 116

Configuraciones

Email configuration

Email configuration parameters are use by BitFile to Access the email server to send images via

email .The following steps explain how to configure email parameters:

1. Go to Herramientas tab and click Administrar Cuentas as shown below:

1.Click Agregar


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Canella S.A. | Configuraciones 117

2.Provide the email account in Correo Electronico text box to send emails to, and alsoprovide the email server parameters to access that server. Click Aceptar

3.The email account configured will be displayed below:


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Canella S.A. | 118

Data base configuration

The database configuration can be accessed by going to the login screen and click Co nfiguracin

de Base de Datos as shown below:

Also, database configuration is found in Start-> All Programs->Canella->BitFile-> Configuracin de

Base de Datos. In the following screen provide the SQL Server parameter and click Acepter:


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Canella S.A. | 119

Scanner Configuration

In order to configure scanners to be used by BitFile go to Herramientas tab and click

Seleccionar Escner as shown below:

Select the scanner to be used from the list and click Aceptar as shown belown

Selected scanner options can be configured by going to Opciones as shown below. Options may

vary depending on the scanner options


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Canella S.A. | Licenses 120

Licenses

BitFile licenses

BitFile uses licenses to activate specific functionalities. These options are available

depending on the type of license that was purchased with the software. In order to activate a

license go Start->All Programs->Canella->BitFile->Licenciamiento de BitFile, type the license code

in Cdigo de Activacin and then click Activar after which the permitted functio nalities will be

checked in the right panel as shown below


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Professional OCR License

The OCR license is used to activate the professional BitFiles OCR . This OCR is capable of

recognizing text more efficiently and effectively than the basic version shipped with BitFile. The

accuracy is much better also than the basic version of BitFile OCR. In order to activate theprofesional OCR go to Start->All Programs->Canella->BitFile->Gesto de Licencias de OCR. Provide

the parameter that were given when purchasing this license and then click Get Key

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