SmartSearch Core Features
Drag and Drop Capture
SmartSearch supports Drag & Drop functionality for capturing documents into the system in a variety of ways.
Documents can be dragged from any Windows file location into a SmartSearch Archive or Inbox. When
dragging and dropping files from Windows into an Archive, the user will be prompted with the Import
Documents dialog window to allow for data entry if required.
Note: That the Delete files after import option is not checked, but can be checked if desired.
Documents can be dragged from Outlook directly into a SmartSearch Archive or Inbox. The same Import
Documents dialog will be displayed prior to saving the documents into an Archive. When performing
drag & drop operations from Outlook, you can select the Outlook mail item or you can open a mail item
and drag & drop selected attachments. Multiple mail items or multiple attachments can be selected in a
single drag & drop operation.
Thumbnail pages can be selected from a document that is currently being viewed and those pages can
be dragged into an Archive or Inbox. Many times this feature is used when a larger document needs to
be manually broken out or burst into smaller documents.
Documents can be moved between Archives, from Archives to Inboxes, or from Inboxes to Archives. If a user drags a document from an Inbox to an Archive, SmartSearch will not prompt the user to index
the document. This functionality is by design. If you wish to provide index data while moving a
document to an Archive, use the indexing or import method described in one of the following sections.
One of the unique benefits of SmartSearch is its ability to maintain index data about a document as it moves
between Archives. If a user drags a document between two different Archives, all the data will remain intact for
that document record. This is true even if the Archives do not share common fields.
Note: If a document is moved from an Archive to an Inbox, all data for that document record will be lost
and will need to be re-entered again should the document be sent back to an Archive.
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Importing Documents
SmartSearch provides an easy-to-use import utility for importing documents into an Inbox or an Archive.
To import documents into SmartSearch simply select an Inbox or Archive and click the Import
Documents button on the Capture section of the Home tab (Fig. 2.7).
Fig. 2.7
The Import Documents window will be displayed. Notice the Archive name is presented in the
title bar of this dialog.
Note: From the Documents tab, selecting the Add
button allows the user to browse out to select the files to be imported from the computer or network location. Once the documents to be imported have been highlighted, selecting Open in the Select Files for Import
screen will automatically bring those documents in and display them in list form in the Import
Documents screen. Additional documents from other folder locations can be added to the import
documents list and unwanted items on the list can be removed.
When indexing documents as part of an import, all index data entered will be applied to all documents
imported at that time. This is a useful feature when there is a large batch of documents that need to be
indexed with the same information.
As an example; an AP department may have a back file of invoices
they wish to import. All the invoices should be indexed with a Document Type field having a value of "Invoice". The Import Documents function is a very efficient way to perform this batch indexing
function.
Note: required fields must contain data when performing an import to an Archive. If a required field is left
blank, you will be notified of an error and it must be corrected prior to indexing.
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Data XChange
Data XChange (DX) allows for documents to be indexed in SmartSearch based on document data that has
previously been keyed into the system. While DX does not eliminate data entry, it can dramatically reduce it by
requiring the manual keying of only a single key data element. A prime example of where DX might be used is in
an Accounts Payable scenario.
Prior to receiving an invoice for services rendered, a purchase order is
generated. If the PO has been scanned and indexed into SmartSearch, when the invoice arrives it can be
scanned and indexed only by PO Number. All other information can be pulled automatically from the PO
Document that has already been indexed.
DX performs data updates to index fields of new documents in that particular Archive. DX can also be
configured to update documents based on data in an Archive's parent, or in Archives at the same nested level as
the current Archive.
Note: This Archive level setup would be established by a database Administrator.
To execute a DX lookup, open any document for indexing as you normally would and key data into at
least one field. Refer to the Indexing from an Inbox section of the user guide for details on preparing a
document for indexing. With the document open and ready to index, click the Data XChange
button (Fig. 3.14) on the Indexing section of the Viewer tab.
Fig. 3.14
If there is a similar document matching the index information being used, Data XChange will fill all fields
in the current document with data from the matching data record. If more than one matching data
record is found, you will be prompted with a dialog asking you to select the correct data record. An
example of the selection dialog is illustrated below (Fig. 3.15).
Fig. 3.15
Note: When indexing a document in SmartSearch and using DX, the data lookups are based on all data
keyed into any field of the current document.
For example, an Archive has fields for Employee Name, Employee
Number, and Date of Hire. If an employee number is keyed to the new document being indexed and the DX
button is pressed, the current document will be updated with data that matches the employee number. If the
employee number and employee name are keyed, then both fields must be matched in order to update the
current document. If no other records are found that match the data keyed in both fields, an error will be
displayed indicating no match was found.
Click here for Data XChange advanced options for external data updates
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Document Searching
To use a search, right mouse click on the Archive you wish to search. You will be presented with a drop
down options list which includes a label for Searches, select searches and a list of pre-defined searches
for that Archive will be provided (Fig. 4.1). Select the search you would like to run.
Fig. 4.1
The search box will appear in the middle of the search results screen, prompting the user for data
specific to what they are seeking. The user can either supply one key field of data and have a broad
search of the Archive, or can enter multiple fields of data and narrow the search base on the
information provided (Fig. 4.2).
Fig. 4.2
Note: If one of the fields were created to be a type ahead or drop down pick list, that function carries over to the search
when it is created. To use this feature just type the first letter of the data you are looking to provide in that
field and the user will be presented with a pick list. Example would by Document Type.
Static searches for predefined values can also be created within SmartSearch but enclosing the value you want to search in brackets {}. For example if all approved invoices needed to be searched each time, my search may look something like this: Invoice Status = {Approved}.
Either way, the documents found that match the provided data will be returned to the results screen in list
format for selection (Fig. 4.4). Each Archive that returned results will be represented as a tab within the results grid.
Fig. 4.4
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Search Results Screen
The Search Results Screen provides a list view of all documents retrieved with a search. In the results screen you
can be Select, Open, Move and Index any of the documents in the results viewer.
Users may also adjust the order of the columns by clicking on the data header and dragging it to the preferred position. The column width can also be adjusted to individual preferences by dragging and dropping the dividing line between columns as desired.
Note: All changes to the result grid are based on individual user preferences and do not affect the global
settings. To change the column order for all users, the administrator must use the modify Archive function.
The user has the option to check all documents in the results screen list to be open in the view, or only the
documents that were highlighted using the Crtl button on the keyboard and a single click of the mouse button.
They can also deselect documents at the touch of a single mouse button as will. Once the documents are
opened in the Viewer the user has a variety of options in the SmartSearch ribbon document controls at the top
of the viewer including page navigation, orientation, scaling, output, enhancing and indexing.
Note: If the Archive in which the search was performed has nested Archives the Search Results Screen will
return the results in tabbed format equal to the number of nested Archive folders. In addition to the
name of the nested folder in the Tab, the number of documents found in that nested Archive folder will be
presented. Clicking on the Tab will reveal the documents in that tab.
Fig. 4.5
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Viewing Searched Documents
Results of documents found using a search are returned to the results screen in the Home tab of the main
screen of SmartSearch. The results screen lists the found documents in the order in which they were
input into the system, in descending order. The key field indexes for the searched Archive appear in the search
results screen as header column names. The results can be sorted in any of the columns by clicking on the
header name.
The first click will sort the results data in that column in ascending order, the second click will sort
the data in descending order. If the header columns are not in an order useful to the user, they can click and
hold the mouse button down on any of the column header names and drag that column to the right or left,
releasing the column in the order that is more conducive to their needs. Once the user leaves this Archive
screen that order will be preserved as part of their user profile and will be retained when they return to that
Archive at a future time.
When the result of the search is provided in the results screen, you can choose the document you wish to view
in several ways.
•Double click the record in the results grid
•Select Check All in the Selection ribbon control at the top of the Home tab will place a check in all the checkbox of the documents returned for viewing.
•By depressing the Control (Crtl ) button on the keyboard and selecting random documents from the
results list or by moving your mouse arrow to the ones you want to view and highlighting them by
clicking the mouse button.
After selection has been completed in this method, select the option in the
Selection ribbon for Check Selected and check marks will be automatically place in the checkbox of your
selected documents..
You can also manually click on the documents using your mouse arrow and clicking on the mouse button
to put a check in the checkbox to select documents for viewing.
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Viewer Controls
Documents selected through the methods described above are opened by selecting the Open Document
button in the Selection ribbon (Fig. 5.4).
Fig. 5.4
The SmartSearch Viewer has a number of options available to the user (Fig. 5.5) accessible through the view
window options control panel at the top of the viewer.
Fig. 5.5
Images with multiple pages are displayed in the Thumbnails window located on the left hand side of the
SmartSearch Viewer. Pages can be displayed by selecting the advance or back arrows in the first section
(Fig. 5.6) of the main ribbon control of the viewer. Moving to pages in larger documents can be
accomplished by using the Jump To feature by typing the page number to jump to and the view will
bring up that page of the document for viewing.
Fig. 5.6
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The orientation of the document being viewed can be controlled using a multitude of features available
in the Orientation (Fig. 5.7) ribbon control including Rotate Left, Rotate Right, Rotate 180 degrees and
Panning the document up or down. To Pan the document, select Pan and place the mouse arrow on
the document depress the left mouse button and slide the document either up or down with the mouse.
Fig. 5.7
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Scaling the document is managed through the Scaling ribbon. Feature like Fit to Page, Fit to Width,
Zoom In / out and Zoom Select can be access by clicking on the feature. Zooming In or Out of the
document is accomplished by placing the mouse arrow and either hitting the right mouse button to
zoom in or the right mouse button to zoom out (Fig. 5.8). The Zoom select feature is very useful when
indexing similar documents where the information will be in the same location of the document.
Selection of the Zoom Select feature will allow the user to draw a box around the area on the document
they want to zoom in on. The viewer will scale the selected area to the full viewing screen. This
selected viewing area will be retained for subsequent images that are brought into the viewer if they
were selected in the results screen. This feature allows key operators to zero in on the area of a
document that contains the index values needed to be used as key field indexes.
Fig. 5.8
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The output feature is located in the Output ribbon control (Fig. 5.9). Here the documents can be
printed using any printers with all the printer features available by the printer driver.
The Launch feature will launch
images that have been saved in the text based application formats such as Word, Excel or Outlook
messages into their native applications. Once these documents have been launched into their native
applications changes can be made to these documents and saved back into the SmartSearch database.
Fig. 5.9
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The Launch feature is also used to launch new version of a document in the SmartSearch viewer. By
selecting the Launch feature the user will be prompted as to whether they want to launch this version or
a new version (Fig. 5.9).
If they choose Launch Document, SmartSearch will launch the document in the
viewer and only this document will be opened in its application for changes. If the user chooses a Launch Copy, a copy of the original is launched and the original will be left in the SmartSearch database with
the original key field indexes. Any changes made to the copy will be saved as a new document.
Note: Launch Copy is not full revision control. SmartSearch does support full revision control. For more information click here.
Navigation between multiple documents selected in the results document screen in the viewer is done
by using the Next Doc and Previous Doc arrows (Fig. 5.10). A label below the arrows indicates what
document is being viewed in the sequence of document selected.
Fig. 5.10
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Controls to correct documents that were brought into SmartSearch are available in the Enhancements
ribbon (Fig. 5.11). Features like Deskew Page, Despeckle Page and Crop Page to straighten, remove
random bits and remove poor quality edges around a document if necessary.
Fig. 5.11
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The last panel in the controls window handles options for indexing documents like KeyFree indexing and
Data XChange. Duplicate Document assists in indexing multiple copies of
documents that may have similar index values except for 1 or 2 key field indexes where multiple copies
need to be placed in the SmartSearch database (Fig. 5.12).
Indexing the first copy either by hand
keying or KeyFree then hitting the Duplicate Document feature will place a copy of the document with
the current key field values into the database and retain the image on the view screen to indexed with the different key fields if necessary. This reduces the need to scan or import multiple copies of the
document for indexing and reduces time.
Fig. 5.12
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Annotations
SmartSearch offers a number of annotation capabilities for marking up and commenting on documents in an
Inbox or an Archive. Annotation abilities include:
• Highlighting
• Redaction
• "Post-It" Style Sticky Notes
• Signature
• Stamps
• Embedd Images
Any document in SmartSearch can be annotated, including non-image based formats like Word files, Excel
spreadsheets, and Outlook mail messages. To access the annotation options, select the Annotations tab on the
Document viewer (Fig. 5.13).
Fig. 5.13
• Highlighting - Use the document highlighter to draw attention to a particular area of a page. Click the
Highlight button and "click and hold" the left mouse button down in the document viewer. With the left
mouse button still depressed, drag the mouse cursor on the page to the desired location. As you are
dragging you will see the yellow highlighter annotation being drawn on the page. Release the mouse
button when the annotation is in the desired position.
• Redaction - Use the redaction tool to "black out" a particular area of a page from general view. Click
the Redact button and "click and hold" the left mouse button down in the document viewer. With the
left mouse button still depressed, drag the mouse cursor on the page to the desired location. As you are
dragging you will see the black redaction being drawn on the page. Release the mouse button when the
annotation is in the desired position.
• Notes - Use the notes tool to add notes and messages to a particular document page. Draw the note
annotation on a page in the same manner you would draw a highlight annotation or redaction. Once
the note is place on the page, place the mouse cursor over the annotation and double click it to select it.
Once selected, double click on the sticky note annotation to place a cursor inside the note. You may
now free form type in the annotation.
Note: Sticky notes can also be based on a template. This means if you want a note to contain the same
basic information every time it is placed on a document, you can create a template file on the C-Drive of the
workstation. Create the file c:\getsmart\note_template.txt. Anything in this text file will be the default text
for any note annotation place on a document using the current workstation.
• Signature - SmartSearch offers a unique "signature" feature for embedding images into other
documents. After clicking the Sign button, the user will be prompted to select an image with a standard
Windows file selection dialog. While this feature is most commonly used for embedded an electronic
copy of a user's signature, any image may be embedded within another image using this annotation
type. Choose the image and click on the current document page where you would like the signature or
other image to be placed.
• Stamps – A variety of electronic business stamps are provided for use in the SmartSearch viewer.
These are accessible by selecting the Stamp feature which will provide a drop down of the available
stamps with the capability to add your own custom stamps.
• General Annotation Features - By hovering the mouse cursor over an annotation and double clicking
with the left mouse button, you can select a given annotation. Once selected, you will notice 8 selection
boxes surrounding the annotation. While an annotation is selected, you can:
o Move the annotation - Click and hold the annotation with the left mouse button. You will be
able to move the annotation around on the page.
o Resize the annotation - Click and hold on any one of the 8 selection boxes to resize the
annotation.
o Delete the annotation - Click the annotation with the right mouse button and a context menu
will be displayed, allowing the user to delete the select annotation
o Burn the annotation - When using the signature annotation, the context menu noted above is
extended with a "Burn" menu item. If the user chooses to "Burn" the annotation, that
annotation will become a permanent part of the image itself.
Click here for new annotation formatting tools added to current version.
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Viewing in Acrobat
Users may wish to take advantage of advanced features available in Acrobat like document markup or digital
signatures prior to distributing documents. For this reason, SmartSearch offers users the ability to view any
document in Acrobat.
This feature will start the default Acrobat version on a computer. That may be Acrobat
Reader, or a full version of Acrobat depending on the individual workstation. Note that what you can do with a
PDF outside of SmartSearch is a function of the software you have installed to manage PDF files. SmartSearch
has no control over Acrobat or what features you have available to you from within it.
To View in Acrobat select the button located in the Collaboration ribbon section (Fig. 5.16) of the Home
tab.
Fig. 5.16
There are two options when Viewing in Acrobat: Annotations or No Annotations. Select the appropriate
option for your needs and the selected document will be converted to a PDF (if the document was not
already a PDF) and displayed in the default PDF file viewer on the computer.
Note: That Viewing in Acrobat is a logged event in SmartSearch's Document History, but what is done to a
document once it is in Acrobat is not logged. If full document tracking is required for audits or compliance, you
can limit the rights to View in Acrobat feature when setting up the securities for an Archive.
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Launching Documents
By incorporating launching functions into your document workflows, SmartSearch spans the gap between
document and content management. Launching documents allows users to take any document stored in a
SmartSearch Archive and open it in its host application. For example, when storing a word document a user can
"launch" the document into Word, make any necessary edits to the file, and those changes will be saved back
into SmartSearch. Changes to "living" documents now become immediately available to any SmartSearch user
with the necessary permissions.
To launch a document, that document's file type must match that of an entry in the SmartSearch Launch
Table. The launch table is an XML file located on the client workstation that is used to match up files
with their host applications. SmartSearch ships with a default launch table that is pre-configured with
the following file type/host application mappings:
• DOC/DOCX = Word 97 - 2007
• XLS/XLSX = Excel 97 - 2007
• MSG = Outlook
• TXT = Notepad
• CSV = Excel 97 - 2007
Note: SmartSearch does provide an interface for editing the launch table beyond the default list of launch
file types. This ability offers virtually limitless options for document storage with SmartSearch (see chapter:
Administrator Manual: Editing Launch Table).
To launch a document, click the Launch button from the Output section of the Viewer tab. There will be
two options available; Launch Document and Launch Copy (Fig. 5.17).
Fig. 5.17
Launch Document - The Launch Document function allows a user to open a document in its host application.
Should the user make any changes to the document, those changes will be saved back into SmartSearch when
the host application is closed.
Note: That certain file types, Outlook's MSG format is one, do not inherently allow for changes to be made
to the file itself. There may still be valid reasons to launch a document:
• In the case of email (MSG files), SmartSearch does not display the attachments in the SmartSearch
document viewer. It does however indicate that there are attachments associated with the message.
Launching will give users access to all attachments associated with a message.
• SmartSearch strives to display documents with the highest fidelity possible. There may be situations
however where the complexity of the file results in less than desirable viewing results in anything other
than the host application.
Certain host programs support SmartSearch's Launch capability better than others. Because of this, the
SmartSearch may not always know when a host application is finished with a document that SmartSearch has
handed off to it. When this occurs, you will notice an alert window is displayed in the SmartSearch viewer
indicating SmartSearch is waiting for the host program to release the file. Clicking OK to this message will allow
SmartSearch to save the changes back into the system.
Launch Copy - The Launch Copy feature offers all the same functionality as Launch Document but
prior to launching the document in its host application; it first makes a copy of the document in SmartSearch. That copy is stored in the same Archive, and it is the copy that is sent to the host application for viewing or
editing.
Launch Copy offers the ability to store multiple version of the same document, allowing you to maintain
a revision history of the changes made to a particular file. This is especially useful when used in conjunction
with a system generated date field to keep track of the different versions and when they were created.
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Printing / Faxing
Printing documents in SmartSearch can be done from the results grid or from a document viewer window. To
fax a document from SmartSearch, you must use a Fax Server. All Fax Server solutions on the market today
employ the use of a print driver to deliver documents to the server, so faxing from SmartSearch is as simple as
printing to the fax printer. If you do not have a Fax Server, Square 9 Softworks' solutions group can work with
you and recommend a solution that meets your needs.
From the results grid:
To print from the results grid, check one or more documents and click the printer icon on the Quick
Access Toolbar, as indicated below (Fig. 6.1).
Fig. 6.1
The Print Documents dialog window will be displayed (Fig 6.2). Your computer's default printer will be
listed in the Print To box. The All Pages radio button will be selected. Printing All Pages is the only
option when printing from the results grid. When printing from the document viewer, page level
printing options will be enabled.
Fig. 6.2
Your computer's default printer will be listed in the Print To box. The All Pages radio button will be selected.
Printing All Pages is the only option when printing from the results grid. When printing from the document
viewer, page level printing options will be enabled.
Fit To Page and Print With Annotations checkboxes.
• Fit To Page: Use this option to shrink the document to fit within the printable margins of the selected
printer. This feature is most commonly used when the documents scanned are larger than 8.5 X 11 and
that is the default paper size in your printer.
• Print With Annotations: Use this option to turn annotation printing on or off. When this checkbox is
checked, annotations will print on the image as it is printed. Be aware that when printing annotations,
you may be covering relevant data that will not be viewable.
To change the printer, click the Settings button. A standard Windows printer dialog window will be
displayed, allowing you to change the printer selection. Also use this area to configure any custom
printer settings like hole-punching, stapling, duplexing, color printing, or any other print options your
specific printer might offer. This dialog may appear different depending on the version of Windows you
are using and the type of printer.
From the document viewer:
When printing from the document viewer, only the current document displayed can be printed. When printing
from the viewer, additional print options are available. By clicking Print Document button in the Output section
of the Viewer tab, clicking the print icon in the Quick Access Toolbar, or using a Control P (Ctrl+P) keyboard
shortcut, the Print Documents dialog window will be displayed.
Notice that the Current Page and Range options are now available on the Print Documents window.
With Current Page selected, only the page currently displayed in the viewer will be printed. With Range,
all pages in the specified range of pages will be printed (e.g. pages 2 through 5) (Fig. 6.3).
Fig. 6.3
A final printing option, Print Selection (Fig. 6.4), is available by clicking the down arrow on the right of
the Print Document button. This option is commonly used when a user needs to print only a small
portion of a document, as is the case when working with engineering drawings or certain types of
medical records.
Fig. 6.4
Click the Print Selection sub‐menu item and the mouse cursor will change to a "cross-hairs" icon. You
may now use the mouse to draw a box around a specific area of the image. To draw the box, move the
mouse to the top left of the area you wish to select. Click and hold the left mouse button and drag the
mouse cursor to the bottom right of the area you wish to select. You will see a box drawn
around the area. This box can be resized as long as you keep the left mouse button depressed. Release
the left mouse button and the Print Documents dialog will be displayed and the Selection option will be
enabled.
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Emailing Documents
SmartSearch is tightly integrated with Microsoft Outlook for outbound messaging. Documents can be emailed
from the results grid or from the document viewer window. When emailing from the results grid, a user can
email multiple documents and attach them to a single mail message. When emailing from the document viewer,
only the document currently being viewed can be sent. All outbound documents are attached as PDF files,
regardless of their original file format.
Documents emailed out of SmartSearch may be sent with or without annotations. It is important to note that
when emailing documents with annotations, the annotations are "burned" into the image prior to the document
being attached to a mail message. Because the annotations become a permanent part of email files, the
annotations cannot be moved and in certain circumstances might cover data thereby making it inaccessible in
the emailed copy. Be sure that your annotations are not covering any critical data when emailing with
annotations.
From the results grid:
To email a document or documents from the results grid, select the document(s) to be sent and click the
Email PDF button (Fig. 6.7) in the Collaboration section of the Home tab. When this button is clicked, a
sub-menu will be displayed allowing the user to choose whether the document should be emailed with
or without annotations.
Next, choose one of the two emailing options (Annotations or No Annotations). Once an option is
selected, SmartSearch will create a new Outlook mail message and attach the selected document(s) as a
PDF.
Fig. 6.7
From the document viewer:
To email from the document viewer, the process is virtually identical to that of emailing from the results
grid. Remember, when emailing from the viewer, only the document currently in view can be attached
to a mail message. Click the Email Doc button (Fig. 6.8) in the Output section of the Viewer tab and
choose whether the document should be attached with our without annotations.
A new mail message
will be opened with the document attached as PDF.
From the viewer, users also have the option of emailing All Pages, the Current Page or a Range of pages.
This is accessed by selecting Email Pages when the Email Doc options are presented.
Fig. 6.8
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Exporting Data
For customers that want to perform complex analysis on data in SmartSearch or for those who need more
complex sorting and grouping capabilities on the data, SmartSearch offers a fast and efficient means for
exporting results into Microsoft Excel. Only the active tab will export, and only items that have been checked will
be included in the data file.
Fig. 6.8
You will be prompted to specify a file name and location as to where the CSV (Comma Separated Value)
file will be created.
Click on Save and the CSV file will be created and all documents will be stored in a folder indicated by the SmartSearch Archive name. The CSV file will
automatically be launched in Excel.
Note: The CSV file can be use for import into a number of applications through their file import utilities. A
good example would be a report generator application to produce graphic depictions of the data extracted.
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Merging Documents
SmartSearch provides a unique feature in its ability to take multiple records and merge them into a single file for
easy distribution. Records can be merged from either an Inbox or Archive from the Home tab of the main
interface.
Begin by selecting the records to be merged from either an Inbox or Archive. Select the Merge Documents Function (fig 6.10) from the Home tab interface. You will be prompted for a location for the newly merged record to reside. If Merging from an Inbox,
this will be any other Inbox. If merging from an Archive, the record can be placed into any Archive. the selected files will be merged into a new record.
Note: The original files which were selected will be retained in the system. A new file will be created which represents the original files in the order which they appeared in the document viewer. Further editing or reordering of the document can be done through the viewer interface. **Documents merged from the Inbox will
be indexed with the metadata from the first record selected.
License Manager
SmartSearch, along with Web XChange and Image XChange, uses Token License Files to keep track of license consumption. The SmartSearch License Manager is a utility, which may be run as a service on the Server, that will remove Token License Files either manually or through a predetermined Auto Log Off setting. Using the License Manager’s user interface, an administrator can force the removal of Token License Files displayed in the grid.
Logging a User Off the System:
- Identify the user and highlight the row with their license information.
- Select Return.
- Administrators have the option of logging all users off the system by selecting all rows and clicking Return All.
The SmartSearch License Manager also has two settings for determining the automated frequency of log off:
- Acquisition Date (the date and time the file was created).
- Accessed Date (the last date and time the file was accessed).
These settings can be set to intervals of minutes, hours, or days. The initial default settings are set to remove files that are more than one day old and/or more than one minute has passed since the file was last accessed. Both SmartSearch and Web XChange update the Accessed Date property of their respective Token License File every minute.
Automating User Log Off:
- Set the interval for log off either by Date Acquired or by Last Accessed.
- Click Save Settings.
- The Auto Log Off will run as a Windows service at the pre-set intervals.
- Optionally Administrators may manually trigger the pre-set service by clicking the Run Removal button.
SmartSearch Clients are informed when their Tokens have expired and are prompted to either acquire another to continue working or the application will close. Web XChange clients are redirected to the Login page.
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