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.

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:

• Symphony Profiler Quick Start Sheet
  
• Symphony Profiler Quick Start Video

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

We'll go through the steps in detail next.

 

 

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:

• Select the Symphony Imaging menu in Worldox and choose "Create Covers"
  
• In the Cover Sheet request window you will be presented with two options: 
  1) to be emailed a link for generating cover sheets
  2) copy and paste the URL for generating cover sheets to your clipboard.

Option 1 - Email

1. If you would like to be emailed, select "Email instructions for generating cover sheets to:" and enter your email address in the corresponding field
   
2. You will receive an email that looks like this:
   
   
   Select the "Click to Generate Cover Sheets" link
3. Input the number of cover sheets you wish to create and select "Create Cover Sheets"
   
   
4. A PDF file containing the cover sheets will open
5. Print the PDF

NOTE:  You may also wish to bookmark this page for future use to skip the email step.

Option 2 - Web Browser Directly

1. If you would like to copy and past the URL directly into your web browser, select the "Copy the cover sheet creation address to the clipboard so I can paste it into my web browser" radio button
   
2. In your web browser's address window, select Ctrl+V to paste the creation address
3. Input the number of cover sheets you wish to create and select "Create Cover Sheets"
4. A PDF file containing the cover sheets will open
5. Print the PDF

NOTE:  You may also wish to bookmark this page for future use to skip Copy and Paste step.

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.

 

 

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.

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.

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

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.

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.

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

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.

You may see errors in your Daily Email Status regarding documents that have already been transferred to the cloud.  In order to facilitate troubleshooting these errors, you can use the two shortcuts:

Symphony Inputs:  This is the location where Symphony Profiler's Background File Transfer initially places the documents prior to them being analyzed.  If Symphony Profiler determines there are issues with the scanned document (for example, it cannot read the barcode on the coversheet, a coversheet doesn't exist, two coversheets are scanned in a row, etc.) you can select this link to view the documents. 

Symphony Splits:  This is the location where the "split" scan jobs reside prior to reservations being fulfilled.  If Symphony Profiler cannot find a corresponding reservation for the documents once they are split or the reservation was created after the scanning occurred, the documents will reside in this location.  You can delete from this location, rescan, and retransfer the documents.

What is Symphony OCR?

Symphony OCR is part of Symphony Suite, The Complete Imaging Solution.  Symphony OCR is a back-end OCR engine. It will locate all image-only PDF and TIF files in your document management system and convert them to fully text searchable PDFs by adding an invisible layer of text over the image. Symphony OCR typically runs on a back-end PC or server (for Worldox sites, this is typically the Indexer PC).

Tip: Turn OCR off at your scanners and see significant (2 to 5x) improvement in scanning speeds. In fact, Adobe Acrobat turns OCR on by default, and we strongly recommend turning it off. Let Symphony OCR take care of the OCR in the background.

 

Symphony OCR is configured to send email notifications to you when there are errors processing documents, in addition, Trumpet monitors Symphony OCR on a weekly basis for you so we may see the errors before you notify us, but as we do checks only once / week, we recommend that you forward those emails to us at support@trumpetinc.com and we'll be happy to address them for you.