HomeTraining Manual Archives-Worldox GX4::Savvy SavingSymphony ProfilerUse Symphony Profiler

7.2. Use Symphony Profiler

Create Cover Sheets

Before you can begin making reservations, you'll need to create some cover sheets.

Cover sheets are used to associate your document with a completed Worldox index card.

Here's how:

  • Right-click on the Symphony Profiler Workstation icon in the system tray and choose "Create Covers"

       

Tip:  IF you have Symphony Profiler Workstation installed, you can also right-click on the Symphony icon in the system tray by your close and choose "Create Cover Sheets"

  • Enter the number of cover sheets you'd like to create (cover sheets can be reused)
  • Click "OK"
  • A PDF file containing the cover sheets will display in your web browser
  • Print this PDF

NOTE: We encourage you to print the cover sheets on pastel yellow paper so that it's easy to reuse them (do not print them on dark shades of paper). These cover sheets are not user-specific, so any other user in the firm can also make reservations with these cover sheets.

TIP: For regular use, print enough for the user to use between scanning sessions. It's also really simple for the user to create new covers when they need them, but that may involve a walk to the printer, so it's best to do it in batches.

Create Reservations

IMPORTANT: The exact detail of this process is actually important to avoid problems caused by users scanning a cover sheet without ever having filled in an index card. Please emphasize to the user that they should NOT pick up the cover sheet until after they type the reservation ID into the Reservation ID dialog.

Create Reservations by Typing Reservation ID (most common)

Now that you have cover sheets available to you, it's time to create a reservation:

  • Ensure that Worldox is running
  • Ensure that you have a stack of cover sheets available. Place them on one side of your keyboard
  • Place the stack of documents for which you wish to create reservations on the other side of the keyboard
  • Double click on the Symphony Profiler Icon in Worldox (or double click on the Symphony Profiler icon in your system tray)
  • The Worldox – Create Reservation window will open
  •  Complete the Worldox profile for the first document and click "OK"
  • The Symphony Profiler Reservation ID window will open
  • Type in the Reservation ID from the first sheet in your stack of cover sheets

NOTE: If you type in an invalid reservation ID, Symphony Profiler will prompt you that the ID is not valid.

 

  • Place the cover sheet on top of the document immediately and set the package to the side
  • Once you have entered the Reservation you will be given three options:
    • Another Similar (Alt+S) – This option will open the Worldox – Create Reservation window with the information from your last save pre-filled. You can change any information necessary and select "OK"
    • Another (Alt+A) – This option will open the Worldox – Create Reservation window which you can then fill in
    • OK (Alt+O) – Select this option if you are finished creating reservations

You have now successfully created a Worldox filing reservation!

Create Reservations with Handheld Barcode Scanner

If you are doing a lot of back scanning you can optional use a handheld barcode scanner (like this one:  Barcode Scanner) to input the Reservation IDs. 

Here are the steps you'll follow:

  • Ensure that Worldox is running
  • Ensure that you have a stack of cover sheets available. Place them on one side of your keyboard
  • Place the stack of documents for which you wish to create reservations on the other side of the keyboard
  • Double click on the Symphony Profiler Icon in Worldox (or double click on the Symphony Profiler icon in your system tray)
  • The Worldox – Create Reservation window will open
  •  Complete the Worldox profile for the first document and click "OK"
  • The Symphony Profiler Reservation ID window will open
  • Scan the barcode on the cover sheet with the handheld barcode scanner
  • Place the cover sheet on top of the document immediately and set the package to the side
  • Lather, rinse, repeat until you're finished with your stack of documents.

Note: this works great when your scanning mass quantities of documents.  If you're only creating a few reservations at a time, it may be more efficient for you to type in the Reservation IDs.

Fulfill Reservations

To fulfill your reservations, simply scan all of the documents (including the cover sheets) as one bulk scan operation. Save to one of the Symphony Profiler monitored folders. This can be done in a single scan operation, and there is no need to name the file in any particular manner.

Note:   If you re-scan a document within one hour of its original scan, and an additional reservation has not been made for that Reservation ID in that time, Symphony Profiler Processor will create a new version of the original document and re-fulfill the reservation.  This allows you an hour to re-scan a document if the scanner misfeeds, etc.

Check Reservations

You can check the status of any reservations that *you* have made using the "Favorite Files" button in Worldox. Use the "Just These" button next to the Symphony Profiler filter option, and it will show you both unfulfilled and recently fulfilled reservations. It follows the same rules as the other Worldox favorite matters, which means you should see about 30 days worth of history.


Note: This is workstation-specific, so it will only show reservations for that user.

To check on a reservation made by a different user, you'll need to refer to the Symphony Profiler Processor.  See Checking on Reservation Fulfillment for more details.


Another way of checking is to use the Show History menu from the Symphony Profiler icon in your system tray. Note that this method is an older feature that is no longer supported by our development team.

  •  From Worldox, select "Symphony Imaging -> Show History"
  • This will launch the recent history of the workstation

Tip:  If you have Symphony Profiler Workstation installed, you can also right click on the Symphony Icon in the system tray by your clock and choose "Show History"


Note: Both of those methods are workstation-specific, so it will only show reservations for that user

To check on a reservation made by a different user, you'll need to refer to the Symphony Profiler Processor.  See Checking on Reservation Fulfillment for more details.

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