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BDMS Basics: Help Sheet for Document Manager

Access AppXtender Document Manager

  • Click on Start-All Programs
  • Click on Application Xtender Desktop
  • Select Document Manager
  • A login prompt will appear, login using your Banner username & password
  • Click Login

Exit AppXtender Document Manager

  • From the Menu Bar select File 
  • Select Exit

View Toolbars

  • From the Menu Bar select View
  • Select Toolbars

Alter Zoom Settings

  • ​From the Menu Bar select View
  • Select Zoom
  • Select Option

OR:
Select Image Toolbar FunctionBDMS Basics

​Navigate Document Pages (3 Options)

  • Document pages can be navigated using the Next Page or Previous Page on the Indexing Tool Bar (If the batch indexing toolbar is not visible, select View, select Toolbars, select Batch Index)
  • From the Title Bar, select Document, select Next Page or Previous Page, or Go To Page
  • Select from the keyboard: Page Up, Page Down, Ctrl G

View the Document Index Box

  • From the menu bar, select View
  • Select Document Index
  • Choose one of the available options (ie: Right)

View Batches

  • From the menu bar, select Utilities
  • Select Batch Index (List)

Shortcut: Ctrl+ B

Open Batches

  • Use the drop down window to select Batches for Application
  • Select the Batch
  • Click Index to open batch

Clipboard Paste

  • Highlight Application where clipboard paste will occur
  • Right click select New Document
  • Select Clipboard Paste
  • Information will appear
  • Proceed with indexing

Insert Object

  • Highlight application where insert object will occur
  • Right click select New Document
  • Select Insert Object
    • Create New-Inserts a new Object Type (choose the entire object)
    • Create from File-Browse PC and select file to insert (choose a portion of the file)
  • Click OK 

Import Files

  • Highlight the Application where the import will occur
  • Select New Document
  • Select Import File
  • Navigate to the files to import and select
    • If the PDF file contains more than one image (page), the batch created by this method allows user to index each document separately as required.
  • Enter Batch Name and Click Open
  • A status box will appear detailing files processed, pages imported and rejections
  • View Log or Click Exit

Create a New Batch

  •  Highlight the Application where the batch will occur
  • From the Menu bar select Utilities
  • Click Create Batch
  • Navigate to the files to import and select
    • If the PDF file contains more than one image (page), the batch created by this method allows user to index each document separately as required.
  • Click on Document, the File Name will populate
  • Enter Batch Name, Click Open
  • A status box will appear detailing files processed, pages imported and rejections
  • View Log or Click Exit

Close an Electronic Document Batch

  • From the menu bar, select File
  • Click Close

Open Single Batch File to Index

  • From the menu bar, select Utilities
  • Select Batch Index (Single)
  • Enter the name of the batch when prompted
  • Click OK
  • The batch will open 
  • Begin indexing

Open Batch File to Index from a List

  • From the menu bar, select Utilities
  • Select Batch Index (List)  Shortcut: Ctrl+B
  • Highlight the batch to index
  • ​Click Index
  • ​Check the status of the batch. The batch must be idle to open and index
  • ​The batch will open
  • ​Begin indexing

Delete Batches

  • Open the Batch Index (List)
  • Select the batch to delete
  • Click Delete button on the batch index pane OR Highlight batch, right click, click Delete
  • Click Yes when warning message appears

Assign Index Values for Documents
ie: B-F-DOCS Banner Finance Purchasing A/P

  • Select Index on the Batch Index pane to open
  • The documents contained in the open batch are shown in the main application window      
  • The number of pages in the electronic batch can be viewed on the Title bar (same as the number of pages in the paper batch that was scanned or imported)
  • Pages in the document batch can be scrolled through by using the Next and Previous page icon on the Batch Indexing toolbar OR by selecting Next Page/Previous Page or Go To Page from the File Menu OR Keyboard Commands. (see Navigation Option for screen shots)
    Options:
    • Select New Document from the Indexing Toolbar 
    • On the Menu bar select Document, then select Batch Index, then select New Document
    • Crtl+N
  • The Index pane will open
  • Each application Index pane has required fields in bold lettering and must be filled in before you can save
  • Enter Document ID, then click Tab key (DO NOT USE the ENTER KEY)
  • If you hit the Enter key the following error will occur:  Click OK and fill in the missing information 
  • If the Document ID is information held in Banner the document will be retrieved  
  • Fill in the Document Type.
  • When all fields are filled in on the Index pane select Save
  • Select OK to continue or Cancel to edit
  • Additional pages within the batch can be added to the Document ID that is being used to index by selecting Attach Page or Attach All from the Index menu

When all pages have been attached to the Document ID there are several options:

  • If the batch still has additional pages to index select New Document from the Index menu
  • If all pages have been indexed within the batch a window will appear asking if you want to index another batch
    • Ø  No – Will close the Index pane
    • Ø  Yes – Batch Index pane appears select application
  •  Highlight batch, click Index       

Close the Electronic Document Batch after Indexing

  • If all of the document pages in the electronic batch have been successfully indexed, Document Manager should recognize that the electronic batch file is now “empty” and ask if there are further batches to index
  • If this does not occur automatically or you need to close a batch which has documents still requiring indexing then On the Title bar, select File, then Close

Add a Page by Importing a File

  • Query the document where the add the page will occur
  • Right-click on the application
  • Select New Query
  • Enter the Document ID
  • Select Search
  • Highlight the Thumbnail that you want the images/pages to appear before or after
  • From the Page Menu, select New, select Import File
  • A short cut menu appears

Options:

  • Insert After – New page to be added as the next page in the document (after the currently displayed page)
  • Insert Before – New page to be added as the previous page in the document (before the currently displayed page)
  • Append – new page to be added as the last page in the document
  • The Import File box appears, allowing selection of any file  
  • Navigate to and select the file to import and click Open
  • Import Status Box will appear (cancel the import if needed)
  • When import is complete a new page will appear
  • When all pages are added to the Index, close the document
  • Select File
  • Select Close

Add a New Page Version

  • Query the document where the add the page will occur 
  • Right-click on the application, select New Query
  • Enter the Document ID, select Search
  • From the Page menu, select New Version and select the source for adding the new page version
  • The Import File box appears, allowing selection of any file
  • Navigate to and select the file to import and click Open
  • The status bar and title bar indicate the new number of versions of the page
  • When the import is complete a new page will appear
  • When all pages are added to the Index close the document
  • Select File 
  • Select Close

Delete a Version

  • Query the document where add the page will occur
  • Right-click on the application
  • Select New Query
  • Enter the Document ID, select Search
  • From the Page menu, select Delete Version
  • A delete page version confirmation message appears
  • Click Yes to delete the version and No to exit without delete
  • When the command is performed the page will be deleted and no longer appear in the Index
  • The toolbar will reflect the change

Purge a Version

  • Query the document where the add the page will occur
  • Right-click on the application, select New Query
  • Enter the Document ID, select Search
  • From the Page menu, select Show Version, then choose the version you want to keep.
  • Look at toolbar to see version
  • From the Page menu, select Purge Version
  • A purge page version confirmation message appears
  • Click Yes to delete all versions created before the displayed version and click No to exit without purging the versions
  • When the command is performed the page will purge and no longer appear in the Index
  • The toolbar will reflect the change

Pull Pages from Assigned Documents

  • Query the document where the add the page will occur 
  • Right-click on the application, select New Query
  • Enter the Document ID, select Search
  • From the Document menu, select Export
  • Select Images
  • An Export Document Page dialog box appears
  • Enter the name and path of the files to be exported
  • Specify the pages to export

Options:

  • To export all pages of the document, select all under Page Range
  • To specify page ranges or individual pages, under Page Range, select Pages and type comma-delimited page numbers in the text box. Use a dash to indicate a page range.  For example to export pages 2, 3, 4 and 7 of a document type “2-4, 7” in the text box.

If a selected page contains subpages, every subpage in the page is exported.

  • Click Hide Annotations check box to hide annotations
  • Click Save to export the document
  • View the exported files in Windows Explorer

Index Documents that are Out of Order

  • Enter the Document ID, and F4 on keyboard
  • Result page will display, select Attach
  • Banner information will appear, select the Document Type
  • Click Save and the new page is appended to the end of existing pages 

Copy an Index

  • Enter the Document ID, and F4 on keyboard
  • Result page will display, select Copy Index
  • Existing Index information will appear
  • Enter New Document ID
  • Click Save and the new page is appended to the end of existing pages

Annotate Commands

If the toolbar is not visible, on the toolbar select View, then select Toolbars, then select Annotation

 OR:

 Annotation can be performed by using the Annotate menu from the Title bar

Create Annotation

There are several types of Annotation that can be created using the Annotation Toolbar. 

Text Box Example:

  • Select Annotation type from toolbar (Example: Text Box)
  • Click on the area within the document where information will be entered
  • The Annotation Text Editor window will appear
  • Type in text
  • Click on Advance to edit the Font
  • The Annotation can appear as a post it note or text string
  • Corrections can be made by clicking on the Annotation.
  • Delete the Annotation by highlighting, click Delete on Keyboard or use the Annotation menu

Turn Annotation On & Off

On the Annotation toolbar click Show/hide button.  This will turn on/off the annotation.


Query a Single Application

  • To query an application, right-click name in the Application view
  • Form the shortcut menu, select New Query

OR:

  • From Title bar select Edit
  • New Query Keyboard commands Ctrl + D
  • Enter the Query Criteria into the fields provided for the application that you are running the query (Example B-F-ID BANNER FINANCE COMMON)
  • Click Search
  • A list of all the matching documents will display in the Result Set window
  • Double click on any document to view
  • The stored index values are visible in the Result Set window use horizontal scroll bar if needed.
  • View the Index pane by clicking on the Menu bar, select View, select Document Index, choose one of the available options (ie: Left)

Save a Query

  • Create a query
  • Click on the “New Query” then select Save As
  • Insert a name for the query
  • Click OK
  • Saved query will appear with the new name that you choose

Run a Saved Query

  • If the list is not expanded, click on the plus sign to expand the list of available queries
  • Select the relevant query

Options:

  • Click on the Run Query icon on the Main toolbar
  • Right Click on the query and select Run Query
  • The query results will displayed in the Result Set window

Edit Queries

  • Highlight the query to edit
  • Select Edit Query
  • Make changes to the query criteria
  • Click Save to save the changes to the query

Delete Queries

  • Highlight the query to delete
  • Right click mouse
  • Select Delete Query

Contact Information

Help Desk
859 622 3000