halFILE Search

1. halFILE Search

2. Search Template • Multiple criteria specified in the same field is an ‘OR’ search • Multiple criteria in separate fields is an ‘AND’ search (search for name SMITH or name JONES and document type DEED) • Mark the radio button for the type of search for that field (beginning of field, end of field, etc.). Custom search can help with the defaults on these buttons • F2 is the hot key for popup of a table • CTRL-S will trigger the ‘Begin Search’ button

3. Search Template cont... • The ‘%’ key is used as a wildcard for SQL server and replaces any string. Example if your names were indexed as SMITH, JOHN & MARY if you search SMITH, %MARY you will get hits • View References – check this box to trigger reference field search for the items found in your primary search. This box can be checked by default and requires that you have set up reference fields • Cross Name – check this box to search two name fields back to back (Grantor/Grantee) • Report Only – suppresses display of the hit list and prompts user with the report menu • Order By – selects the default order of the hit list

4. Search/File • Begin Search – triggers search (same operation as Begin Search button on main screen. CTRL-S is keyboard hot key • Save Hit List – allows save of the results of a search. Used to save the search work done for use in a future search or for later retrieval • Restore Hit List – opens Explorer window to allow selection of a .HIT saved hit list file to restore • Print Criteria – prints a hard copy of the search criteria entered and the number of rows returned • Print Setup – displays the printer setup

5. Search/Edit • Cut (CTRL-X) – cuts the highlighted text for placement in a different area • Copy (CTRL-C) – copies the highlighted text for placement in a different area • Paste (CTRL-V) – pastes cut or copied text in the field where cursor is positioned • Undo (CTRL-Z) – clears the last typed string • NOTE: The above menus or their hot keys must be used when working with base edit text (sub/block/lot or Township/Range/Section). Right-click copy/paste with mouse not supported

6. Search/Clear • Criteria – clears the criteria screen of all text but preserves any open hit list • Hit List – clears the open hit list but preserves the search criteria entered • New Search – clears the search criteria, hit list, and closes any open document view/document data windows

7. Tools/Options/Hit List • Hit List Descriptions – controls whether just the table code or the code and description display on the hit list (global for all users) • Display Results – defines how hit list is reported. Either one row per doc (first row of a record), row that is your search criteria match, or all rows for every record (Windows has limits on how many rows can be returned to screen) • Hit List Button Execute – configures operation buttons for hit list (Word Merge, Pending Order) • Check View Reference by default – checked box toggles reference searches to always ‘ON’

8. Tools/Options/Hit List cont... • Reference foreground/background color – select buttons allow color palette selection for shading of references. This also triggers letter ‘R’ to display at left of each reference doc in the hit list • Color Set – allows match on a table value in order to color-code the hit list to set off certain items. Incremental set number is selected, then drop down to pick the database field, type in the field value to match, then use select buttons to add foreground and background color for that value. You must close search completely and reopen in order to see the results of your sets and be sure to click Save Color Set to save your work

9. Tools/Options/Cross Name • Enable this feature – check box to activate cross name for this database • Designate the first and second cross name database fields to search • Enter the text caption that will display when the Cross-Name box is checked in the search criteria window

10. Tools/Options/Order By • Up to 5 database fields can be selected to define the default hit list displayed order • Use the drop-down window at top to pick the appropriate database field for Order By • Place cursor in ‘Order By Clause’ field then click Insert Field to place value (i.e. primetable.File_Date) • All Order By clauses must contain hal’s document number primetable.PRSERV as the last value (i.e. primetable.File_Date,primetable.PRSERV)

11. Tools/Options/Publish • Published File Header Template – defines the HTML page header for Publish • Published File Detail Line Template – defines the HTML page document info lines • Published File Footer Template – defines the HTML page footer for Publish • In all of the above the template buttons will build these criteria based on the layout of your database and your database field names • Published path – location of the output of the publish program (images and HTML page) • Published file name – name of the HTML page • Publish as PDF files – Images will be converted to PDF from TIF (requires 3rd party program TIFF2PDF.EXE)

12. Tools/Options/Image Modifications • Checking this box will enable halFILE to update an index field in the database (like Modify_Date) whenever any change occurs to the image file

13. Tools/Options/Execute Triggers • Search Lost Focus Execute - certain field value entered in search can trigger execution of another program within search to perform an operation • Search Execute – when a document is updated in search other programs can be triggered to run based on the information updated to populate those updates to other like records

14. Tools/Options/Doc Info Mail • Allows user to define email addresses to be used as default “to” addresses when the email function is selected • Allows a template to be defined of the heading and body of the email message generated by the email function within halFILE (i.e. a block of text that says “Files attached from ABC Company Imaging Warehouse”)

15. Tools/Options/Scan on Demand • Check box tells system to identify any record without an image attached on the search hit list • Email configuration allows message to be sent to ask the “on-demand” operator to scan document for the index record(s) selected. Operator uses edit/append pages/from scanner or from file to image the requested document(s)

16. Tools/Options/Notifications • A database field (like Status) can be monitored and when certain values are indexed or updated in that field halFILE can automatically send email notification to designated users of these changes.

17. Tools/Options/Starter • Enable feature to allow starter searches • If the plant date is maintained at the end of the database description then Starter system can pull this as its ending date for searches • Starter Number Field – the database field where the starter (GF or file) number will be placed • Starter Description Field – the database field where the free form description (address, etc.) of the starter that user enters will be placed • Open Date Field – the database field where the date file was opened will be placed • Close Date Field – the database field where the date file was closed will be placed (can be same as Open Date)

18. Tools/Options/Starter cont... • Starter Status Field – a table driven database field for the status of ‘Open’ or ‘Closed’ (normally the inst type field • Fallout Date Field – database field for check for fallout transactions • Security Group Field – used in combination with group security to restrict file records to certain users • Criteria Sets – defined by incremental set number for each database field that will potentially contain search criteria for a file (names, legal, etc.). Make sure to click Save Set button after each set is defined before clicking OK button

19. Tools/Options/Starter cont... • New Document Prefix Number – Starter system creates a database record of the criteria used for search (an order record). This single letter will tell halFILE internally what numbering convention to use • Starter Basket – specify a non-image basket name here • Open Status Value – the table code value that will be stamped into the Starter Status Field for an open file • Closed Status Value – the table code value that will be stamped into the Starter Status Field for a closed file

20. Tools/Options/Fallout Report • Fallout Report Description – User text description defining the report (appears in the report request screen) • Fallout Report Path – the full path to the Crystal Report for fallout • Fallout Report File – name of the Crystal Report for fallout (HFFALLOUT.RPT is the base report that is modified for specific databases i.e. PRFALLOUT.RPT for database PR) • Last Fallout Report Date – displayed as a reference • Run as Scheduled Task – if reports are to be run automatically as a background scheduled task

21. Search/Window • SQL – will display the SQL select statement that was sent to the server in the search • Hit List View – brings the hit list window forward to front of screen (F8 is the hot key)

22. Hit List Operations • F11 key – opens prior document in hit list • F12 key – opens next document in hit list • Mark – places ‘<<‘ mark at left of highlighted row(s) to bookmark these items for further operation • To sort the list – click on any row to highlight then right-click to get menu including sort by ascending or descending

23. Marked Items Operations • Access through ‘Hit List’ menu or right-click mouse inside hit list • Keep – keeps all items marked and removes remainder • Remove – removes all items marked and keeps the remainder • Print – queues all the marked documents to print • Email/One Attachment – combines all the marked documents into a single document and attaches to mail • Email/Multiple Attachments – each marked document is an attachment • Email/Select Pages – allows preview and keep/remove of individual pages to build a brand new document for attachment to mail

24. Hit List Buttons • Mark – hash marks or unmarks highlighted row • View – Views highlighted row (same as double-click on row) • Remove – Removes highlighted row from hit list • New Search – closes all windows and returns to search criteria screen (same as clear/new search) • Report – Opens the selection dialogue box to request Crystal Reports • Print Criteria – prints the search criteria screen and number of rows returned • Find Text – used to strip through non-image documents to locate text string

25. Image Viewer Hot Keys/Options • Ctrl-F – hops to first page of document • Ctrl-L – hops to last page of document • Alt-1 thru Alt-4 – zooms into upper left, upper right, lower left, lower right quadrant of image • Tools/Keep Selection Rectangle – turn on for OCR of specific areas of a document • Tools/Show Thumbnails – converts document to thumbnail views of each page • Tools/Options – control the default zoom in Index, Search and whether the zoom view should be retained or reset when paging through document

26. Questions?