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Training Manuals- Symphony Suite :: Symphony Profiler - Administrator

1. About this Course

1.1. Instructional Goals

Upon completion of this session you should be able to:

  • Define Symphony Profiler and list its compontents
  • Install Symphony Profiler Workstation
  • Use Symphony Profiler Workstation
  • Manipulate Reservations in Symphony Profiler
  • Understand the Symphony Profiler Processor interface
  • Explain the Steps of the Symphony Profiler Processor
  • Fulfill Reservations
  • Explain the importance of the Symphony Profiler Reservation Status Emails

 

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1.2. Topics not Covered

The following topics will not be covered in this session:

  • Installation of Symphony Profiler to the Network
  • Installation of Symphony Profiler Processor to the Indexer
  • Configuring Scanner Profiles
  • Configuring Background File Transfer
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1.3. Prerequisites

The Prerequisites to this session are as follows:

  • Symphony Profiler should be installed to the network
  • Symphony Profiler Processor should be installed to the Indexer Workstation

The above will be accomplished by Trumpet during our installation.

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2. Background Information

2.1. What is Symphony Profiler

What is Symphony Profiler?

The Symphony Profiler add-on for Worldox® is part of Symphony Suite, The Complete Imaging Solution.  Symphony Profiler enables the user to quickly profile a stack of paper documents from their desktop using Symphony Profiler's pop-up "reservation" form.

Then that batch of documents can be handed to a clerical worker or intern to scan. The clerical worker does not need to know anything about Worldox or how the firm files its documents. In fact, once the filing reservations are made, the scanning and filing of documents is literally reduced to the push of one button.

This greatly reduces the time to get paper documents filed into Worldox while almost eliminating filing errors.

 

 

 

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2.2. Components of Symphony Profiler

Symphony Profiler is made up of three main compontents, listed and illustrated below:

Symphony Profiler Architecture

  • Symphony Profiler Workstation - Allows users to make file reservations.  Reservations are stored in the Worldox document repository
  • Scans Folder - Documents scanned from any device and/or workstation are placed in one or more monitored scans folders
  • Symphony Profiler Processor - Monitors scans folders for newly scanned files, fulfills reservations and saves the results back to the Worldox document repository

Where Does Symphony Profiler Get Installed?

Network Symphony Installation is the main installation for Symphony Profiler.  This is known as the *network* installation) gets installed onto a shared drive on your file server. The network Symphony installation consists of:

  • Centralized configuration files
  • Symphony Profiler Processor (the Symphony back-end processor) is installed to the local disk of a back-end workstation (typically the Worldox Indexer PC)
  • Symphony Profiler Workstation (the Symphony end-user component) may be installed to the local disk of each workstation that will be making reservations, however it is accessible directly from the Worldox user interface.  Our recommended strategy is to utilize the embedded instance of Symphony Profiler from within Worldox.

 

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2.3. How Symphony Profiler works, with a few technical details thrown in

A quick page from the support department to hopefully answer some of your big picture questions.

  1. User makes a reservation.  This creates a “placeholder” file in the location specified when the reservation is made.  This “placeholder” file will have the extension of *.xpf, and will have the Worldox Doc ID for the resulting document.  For example, the reservation will be 12345678.xpf
    1. Step one can be repeated as many times as needed – The user can make as many reservations as desired before scanning.  Each reservation will have a unique Worldox Doc ID and will end with the “xpf” extension.
    2. Once these reservations are discovered by the Symphony Profiler Processor, they will appear in the top left quadrant of the Processor.
    3. Note:  Your Indexer must be running for the reservations to be discovered by the Processor
  2. User places the cover sheet with the corresponding reservation ID on top of the document and scans the document.
    1. The user can scan multiple reservation in one batch.
  3. For Symphony Profiler to see the scan, it must appear in a folder that is being monitored by Symphony Profiler Processor.  (Menu:  Edit > Preferences… > Monitored Folders)
    1. All files in the monitored folders will appear in the top right quadrant of the Processor
  4. Any file in the monitored folders containing more than one reservation (ie. A batch) will be split into individual files, the cover sheet removed, and renamed with the reservation ID.  This is the “splits” directory.
  5. Whenever the Processor find a match – A reservation in Worldox (top left quadrant) and a file in one of the monitored folders (top right quadrant), Symphony will replace the “placeholder” file in Worldox with the actual scan.  The coversheet will be removed.  The reservation will be removed from the top left quadrant, the scanned file will be removed from the top left quadrant, and the resulting fulfilled reservation will be entered in the bottom left quadrant.  So the resulting file in Worldox will be 12345678.PDF.
    1. Before the reservation is fulfilled, if the user searches for the document in Worldox, it will still have the *.xpf extension and will have the Symphony icon.  Once the reservation is fulfilled, the document will have the *.PDF extention, and the icon will be that of the locally installed PDF viewer.
    2. Hopefully, you’ll see that there can be many reasons why a reservation would not be fulfilled: 
      1. The file was never scanned
      2. The file was scanned but didn’t contain a coversheet
      3. The scan never made it into one of the monitored folders
      4. The Indexer isn’t running (or the cabinet containing the reservation isn’t being indexed)
      5. The default Symphony Profiler user (‘000000’) doesn’t have security access to the location where the reservation resides in Worldox
      6. And the list goes on…
  6. Deleting a reservation and/or scan.  Often times, users make reservations and then decide they don’t need them.  Or files are inadvertently scanned into one of the monitored folders.    Reservations in Worldox can be deleted just as if you were deleting any other file.  Find the file in Worldox (or just search for *.xpf to find ALL reservations), and then delete.  With regard to the monitored folder, if you no longer need the scan, just delete it.  In both cases, unfulfilled reservations (top left quadrant) and unprocessed files in your monitored folders (top right quadrant), you can double click on the entry in the Symphony Profiler Process, and it will take you directly to the reservation or file.
  7. Common situations/maintenance – Ideally, both top quadrants of Symphony Profiler Processor should be empty, with the exception of reservations waiting to be fulfilled in the top left.  In practice, this is rare.  Symphony Profiler does require a very small amount of administration to be kept “clean”.  Common issues:
    1. Reservations are made, but never fulfilled.  We are often asked how to clean up this situation.  Our answer is always “talk to the person that made the reservation”.  Only they will know if that reservation is still needed.  If the reservation is no longer needed, just search for it in Worldox and delete.  If it is needed, that person will need to find the scan, or re-scan the document.  If it is important that you KNOW the reservation is fulfilled, used the option to get a notification email when the reservation has been fulfilled.
    2. Lingering files in the monitored folder.  Symphony Profiler will show all files in all monitored folders.  In our experience, it is very common for users to inadvertently scan other (non-Symphony) files into these folders.  Also, we find that users will duplicate the scanning process.  This can lead to files in the monitored folder with no matching reservation.  Again, only the users can answer the “do we still need this file” question.
      1. It is important to keep the monitored folders clean because Symphony will continuously scan all files in these folders looking for changes, cover sheets, etc.


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3. Installation

3.1. Symphony Profiler Processor Installation

Trumpet will install Symphony Profiler Processor on your Indexer workstation on your behalf.

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3.2. Symphony Profiler Workstation Installation

By default, Symphony Profiler will install the workstation component to the Worldox menu and button bar of all users.  Using the Symphony Imaging menu in the Worldox interface allows users to do most things directly from Worldox.

Note:  If you would rather revert to the 'legacy' method of installing the workstation component to each machine individually, the steps are listed below.  And if you would like to move away from the 'legacy' method and use the new Worldox integrated method, you can un-install the Symphony Profiler workstation component from each machine and begin using the integrated menu/button.  One big advantage of using the new method is that nothing has to be touched on the workstation when installing a Symphony Profiler update. 

Note:  If you don't see the Symphony menu/button automatically when the feature is enabled (the default setting), the resolution takes about 5 seconds, and only needs to be done once on the workstation - How to Add the 'Create Reservations' button to Worldox.

The Symphony Imaging menu provides users with most of the functionality as you would have if you installed the Symphony Profiler Workstation.  The major differences: 

  1. If the user requires Background File Transfer, they must choose to "Start Scans Transfer"
  2. Users are unable to view Processor Status from the Symphony Imaging window.
  3. As mentioned above, when utilizing the Symphony Imaging menu, users will not be prompted to install / update to latest code which can be great for folks with locked down systems.

You can certainly opt to have most users take advantage of the Symphony Imaging menu and have select folks utilize the full Workstation installation.

Symphony Imaging Menu Installation

In the Symphony Profiler Processor, navigate to Edit -> Preferences -> Worldox, and check the 'Add Symphony menu and button to Worldox'

Symphony Workstation Installation

These instructions apply to both regular Workstation and Terminal Server installations:

  1. Navigate to X:\SymphonyProfiler\Workstation\Mirror\ (Where "X" is the network location to which Symphony is installed)
    Note:
    for some firms, the folder location may be X:\Trumpet\ExpressProfile\Workstation\Mirror
  2. Double click on the Workstation Setup executable in that folder
  3. From the "Symphony Profiler Workstation Setup" window, select "Next"
  4. Leave the default destination folder as is, and click "Install"
  5. Leave the "Start Symphony Profiler Workstation" check box checked, and select "Finish"
  6. The Symphony Profiler icon should now be in the system tray

These instructions should be followed on all workstations that will use Symphony Profiler.

IMPORTANT! Ensure that all scanners in the firm are configured to scan at a minimum of 300dpi.  Documents scanned with 200dpi or lower do not produce a clear enough barcode for Symphony Profiler to read.

Silent Mode Installations

If you wish to deploy Symphony Profiler Workstation using a batch deployment system, the Workstation installer can be run in silent mode - please refer to the Installing Symphony Profiler Workstation in Silent Mode article for details.

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4. Using Symphony Profiler Workstation

4.1. Quick Start Guide

One of the first things that you'll want to understand in order to administer Symphony Profiler are the steps that the users will perform on their workstations in order to generate reservations.

It's important to understand these steps so that you can assist them with their day-to-day activities.

The following resources will also be of use for getting up to speed quickly:

Feel free to print the Quick Start Sheet for your users.

We'll go through the steps in detail next.

 

 

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4.2. 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.

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4.3. 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.

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4.4. Optional Feature - Specifying Page Counts

IMPORTANT:  We strongly recommend that you purchase a scanner that detects misfeeds rather than specifying the page count.  If you as a user miscount the pages, but the scanner does not misfeed, your Administrator will receive an Urgent Notification Email.

If you wish to ensure that the page counts of the scanned document match the physical page count, when creating your reservation,

  • Select the Advanced bar
  • Select the "Check Page Count" check box
  • Count the pages (not including the cover sheet) and enter that number in the field provided. If you are scanning double sided, enter the total number of sheets you expect to have in the final document. This ensures that there are no issues with scanner mis-feeds, etc. If the page count is not identical, the Symphony Profiler Administrator will receive a notification email.

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4.5. Optional Feature - Send email to

If you wish for another party to receive an email once the reservation is fulfilled, you can do so.

  • Select the Advanced bar

  • Select the "Send email to" checkbox

  • Enter the email address of the person to be notified
  • Enter a subject line
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4.6. Find a Reservation

You can find a reservation in Worldox in a number of ways. 

To Find Reservations that you have created:

  • Use your Worldox Favorites > SymphonyProfiler favorites list to retrieve recent reservations you have made

To Find reservations that anyone may have created:

  • Search Worldox for all reservations by typing the following into the location bar: *.xpf
  • From the Symphony Profiler Processor interface, double click on an entry in the Unfulfilled Reservations list.  This will open Worldox with the reservation selected

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4.7. Edit a Reservation

Editing the Worldox Profile Information

If you need to edit the index card associated with the reservation (e.g., change its doctype or description), locate the reservation in Worldox (see Finding a Reservation) and perform an Edit > Profile operation, just like you would any other document.


Editing the Reservation Page Count

If you have provided a page count with the reservation and need to edit it, locate the reservation in Worldox (see Finding a Reservation) and double click on it. This will open the reservation and allow you to edit it.

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4.8. Delete a Reservation

If you need to delete a reservation, locate the reservation in Worldox (see Finding a Reservation) and delete it, just like you would any other document.

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5. Symphony Profiler Processor

5.1. Symphony Profiler Processor Workflow

Now, let's pause a moment to discuss the back end of Symphony Profiler, which is the Symphony Profiler Processor running on your Indexer PC.

The following is a representation of the steps that the Symphony Profiler Processor uses to fulfill reservations.

 

 

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5.2. Symphony Profiler Processor User Interface

Let's actually look at the Symphony Profiler Processor so you can get a feel for the interface itself.

The Symphony Profiler Processor contains four quadrants:

  • The upper left quadrant shows which reservations have not yet been fulfilled
  • The upper right quadrant shows which files have been saved to the monitored folder(s) but do not match to a reservation ID
  • The lower left quadrant shows the recently fulfilled reservations that Symphony Profiler has processed
  • The lower right quadrant shows a log of activity the Processor has performed recently

Tip: Double clicking on entries in any of the lists will display the reservation and/or file.

You will see the reservation we created in the upper left hand quadrant.  That reservation has been created, but not fulfilled.

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5.3. Prepare Symphony Profiler Processor for Reservation Fulfillment

Remember that Symphony Profiler Processor "monitors" a folder or set of folders on your network to look for scanned images.

Configure Monitored Folders

The Monitored Folder(s) is the folder(s) that the Symphony Profiler Processor monitors for scanned documents that should be matched up to a Symphony reservation.

Note: We recommend that you configure the scanner(s) to place scanned documents into a dedicated Symphony input Folder on the network.  For example, if your scanner supports creation of different scan profiles, create a scan profile on the scanner named 'Symphony' and have documents scanned with that profile placed into a dedicated Symphony input folder.  You can use multiple folders if preferred.  Visit the FAQs section for instructions on configuring dedicated scan paths for certain scanners.

These instructions provide a more detailed look at the Symphony Profiler Monitored Folder configuration settings, which are available by navigating to Edit > Preferences in the Symphony Profiler Processor.

  1. By default, the Symphony Profiler Processor configures a single Input folder in its network installation location.  If additional folders need to be added, select "Add"
  2. In the "Folder" field, select the ellipses (...) button and browse to the folder on your network that Symphony Profiler should monitor
  3. Leave the "Reservation ID regular expression" field as is
    Tip: This is an advanced configuration option that can be used to process the input filenames in certain ways.  It is unlikely that you will need to change this, especially if you are using Symphony Profiler cover sheets.
  4. Click "OK"
  5. Repeat for any additional folders that need to be added
  6. Remove any folders that should not be monitored by selecting them and clicking "Remove"

It's mentioned above, but it's really important that you configure your scanners to place scanned documents in a dedicated Symphony Input Folder on the network.

Let's go ahead and Configure your Symphony Profiler Processor to look at where you're scanner is placing documents.

Blank Page Handling

Next we will discuss how your scanner handles blank pages. 

These instructions provide a more detailed look at the Symphony Profiler Image Processing configuration settings, all of which are available by navigating to Edit > Preferences in the Symphony Profiler Processor.

The Symphony Profiler Processor can identify and remove blank pages from your scanned documents.  Many scanners already have this capability, in which case we recommend that you let the scanner do the work of removing blank pages.  If you have a scanner that does not do this, and you are going to be scanning double sided, here is how to configure the Processor to remove pages:

  • Leave "Threshold" at the default

Tip: This threshold defines how sensitive the blank page detection algorithm is.  The higher the number, the less sensitive it is.  The default value should be fine for most cases, but if the scanner is dirty, or you are seeing some 'bleed through' of content from the front side, you may need to increase this number.  At this point, we recommend you provide Trumpet with a document containing any blank pages that were not correctly identified, and we will analyze it and provide a recommended threshold level.

  • Leave Required block count set at the default

Tip: The block count also defines how sensitive the blank page detection algorithm is.  The lower the block count, the more sensitive the processor will be to remove blank pages.  For example, if the Required Block Count is set to 1 Symphony Profiler is more likely to treat a page as non-blank than if the Required Block Count is set to 8.   At this point, we recommend you provide Trumpet with a document containing any blank pages that were not correctly identified, and we will analyze it and provide a recommended Block Count.

  • Determine what Symphony Profiler should do with blank pages
    • Leave blank pages alone:  If a file contains blank pages (e.g. when scanning duplex), all blank pages in the document will remain.  This is the default setting, and is recommended unless the scanner does not provide blank page removal
    • Remove blank page following cover:  Symphony Profiler will remove blank pages only following the cover page when scanning duplex
    • Remove all blank pages:  This will remove all blank pages including the one immediately after the cover and any others that are blank

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6. Reservation Fulfillment

6.1. 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.

Let's go ahead and scan the document and watch as the Symphony Profiler Processor processes the scanned document.

 

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6.2. Check Reservation Fulfillment

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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7. Symphony Reservation Status Emails

7.1. Daily Status Emails

The most important tool in your arsenal as the Symphony Administrator are the Daily Status Emails.  These help you troubleshoot items as they occur.  Ignoring these emails will cause you no end of pain and struggle.  If this wasn't a big deal, Symphony Profiler wouldn't have the capabilities of sending the emails to you!!!

Monday through Friday, the person(s) identified in the Symphony Profiler Processor Email Settings should receive an email with a status of all pending reservations, unprocessed files, or other alerts.

IMPORTANT: If you do not receive the daily email, check the Symphony Profiler Processor immediately.

Here's what the email will look like:

In this example, there were two files scanned that didn't have reservations (the Unprocessed Input Files) and a number of reservations that haven't yet been fulfilled. As reservations get older, they will switch from green to yellow to red.

Note: Unprocessed Input Files less than five days old will have a green status, less than ten days (but older than five) will be yellow and anything ten days or older will have a red status.

Tip: See Daily Status Email Troubleshooting Process to determine how to resolve these issues.

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7.2. Urgent Issues Emails

If the "Check page count" option was selected when creating a reservation and your page counts do not match, the person(s) receiving the daily status emails will immediately receive an email indicating that there was a problem.

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7.3. Configure Email Notification

These instructions provide a more detailed look at the Symphony Profiler e-mail configuration settings, which are available by navigating to Edit > Preferences > Email in the Symphony Profiler Processor.  You can opt to either use Symphony's servers for sending email notifications, or you can opt to use the client's SMTP servers.

Option 1: Configuring Symphony Profiler to send Daily Status Notifications using Symphony's Servers

By default when you install Symphony Profiler Processor, it will be configured to use Trumpet's Email servers

If you wish to use this method:

  1. Complete the "Send Notifications to" field with the email address of the person(s) you would like to receive Symphony Profiler status and error e-mails (to specify multiple e-mail addresses, separate each address with a comma)
    Tip: This e-mail is sent daily, and should be delivered to a user who will actually review it.
  2. Ensure that the "Deliver notifications via" field's drop down is set to "Symphony's servers"
  3. Select  the "Send Test E-mail"
  4. Confirm that the test was sent and that the user(s) received the test e-mail

Note:  Emails will come from donotreply@symphonysuite.com so you'll want to ensure that you add that email address to your spam filter's whitelist.

 

Option 2: Configuring Symphony Profiler to send Daily Status Notifications using your SMTP Server

If you wish to use this method:

  1. Complete the "Send Notifications to" field with the email address of the person(s) you would like to receive Symphony Profiler status and error e-mails (to specify multiple e-mail addresses, separate each address with a comma) 
    Tip: This e-mail is sent daily, and should be delivered to a user who will actually review it.
  2. Ensure that the "Deliver notifications via" field's drop down is set to "Your mail server"
  3. In the "From Address" field, complete the e-mail address information for the e-mail address you would like to have the Symphony Profiler e-mails come "from" (we typically recommend symphony@yourfirm.com, where "your firm" represents the domain name for your firm
  4. In the SMTP server name field, specify the name of the SMTP server
  5. If the server requires SMTP authentication, click the checkbox, select the appropriate authentication type from the drop down arrow and complete the login name and password
  6. Select  the "Send Test E-mail"
  7. Confirm that the test was sent and that the user(s) received the test e-mail

Troubleshooting Tips: You may need to configure your Exchange server to support SMTP.  In some cases, Exchange will configure itself to be very restrictive with which IP addresses it will allow incoming SMTP connections to come from, and you will need to adjust that list to include the IP address of the PC that the Symphony Profiler Processor will run from.

Again, this is the MOST important tool in your arsenal as the Symphony Administrator, so be sure to work with your system administrator to set up the Email Configuration!

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8. Ongoing Care and Feeding

8.1. Ongoing Care and Feeding

Symphony Profiler does require attention to ensure that it's running at its optimal level.

Here is the list of things that we recommend that your check on a periodic basis:

1)  Are nightly emails being sent and received? 

  • You can check Symphony Profiler Processor's "log" pane (the lower right hand quadrant) to ensure they're being sent.
  • You can also send a test email from the Symphony Profiler Processor screen
    • From Symphony Profiler Processor, select Edit -> Preferences
    • Select Email from the navigation panel on the left
    • Select "Send Test Email"
    • Ensure that you receive the message "Test email sent successfully"

2) Ensure the Daily Status Emails contain no errors.  You can see what the Daily Status Emails contain by selecting "Symphony Imaging -> Show Processor Status" in the Worldox interface (or right click on the Symphony Profiler icon in the system tray by the clock and select Show Processor Status).

  • There should be no files in the Unprocessed Input Files list.  This list should be totally empty.  If there are files in this list, find out why and clear them out.  If the user gets accustomed to having files here, users will ignore the warning dialogs in the Daily Status Notifications, not knowing when there true problems.
  • If users are scanning non-Symphony related documents into the input folders, they should consider setting up a dedicated Symphony Scanning Profile on their scanner.   While this is not mandatory, it will help with ensuring that the Unprocessed Input file list is clean.
  • Verify the unfulfilled reservations list contains only "recent" reservations.  Reservations that have aged more than 10 days will be highlighted in red, so these should be easy to recognize. 

 

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9. Exercises

9.1. Exercise: Symphony Profiler Background Information

Define the purpose of Symphony Profiler:

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

List the 3 Components of Symphony Profiler:

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

 

 

 

 

 

 

 

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9.2. Exercise: Installation

Install Symphony Profiler on the Workstation & confirm that it is running in the system tray by the clock.

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9.3. Exercise: Use Symphony Profiler Workstation

Create Cover Sheets

Create 4 Cover Sheets.  List the Reservation IDs here:

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

Create Reservations:

Explain WHY filling out the index card before placing the cover sheet onto the paper document is important:

_____________________________________________________________________________

_____________________________________________________________________________

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Describe the physical layout of the paper on your desk:

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Create a Reservation ensuring that you put the Cover Sheet onto the document AFTER filling in the index card.

Create a second reservation using "Another Similar".  What is pre-filled in the Create reservations dialog?

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Create a third reservation using "Another".  What is pre-filled in the Create reservations dialog?

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Create a fourth reservation using "Another Similar".  What is pre-filled in the Create reservations dialog?

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Explain the difference between selecting "Another" and "Another Similar"

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Page Counts

Explain why it is better to not specify the page count:

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Find a Reservation:

List two ways you can find a reservation:

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Edit a Reservation:

List the steps required to edit a reservation:

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Delete a Reservation:

List the steps required to delete a reservation

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...

9.4. Exercise: Symphony Profiler Processor

Symphony Profiler Processor User Interface

Identify the 4 Quadrants of Symphony Profiler Processor and what data is showing in each:

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Explain how to determine which reservations have not been fulfilled:

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Describe what happens when you double click on an item in one of the Processor's four quadrants:

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Symphony Profiler Processor Preparation

Explain why having a separate scanner profile for Symphony is important:

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Explain when Symphony blank page handling should be enabled:

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Symphony Profiler Processor Workflow

List the 6 steps of the Symphony Profiler Processor Workflow:

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...

9.5. Exercise: Fullfill Reservations

List the two ways you can check to see if a reservation has been fulfilled:

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Describe how reservations are stored in Worldox:

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...

9.6. Excercise: Symphony Reservation Status Emails

Identify who is receiving Symphony Reservation Emails:

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Explain why users should be receiving Daily Status Emails:

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Identify the meaning behind the three colors in the Symphony Reservation Status email

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List the steps for obtaining troubleshooting tips from the Symphony Reservation Status emails:

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Explain when Status emails will be sent (including Urgent Issues Emails)

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...

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