Upcoming Webinars | eLearning | Recorded TrainingEnd User Education | Admin Education | E3Conversion Education

Upcoming Webinars

DocStar ECM (Eclipse) 102: make your capture process more efficient
Wednesday, November 1st, 2017 at 11AM EST
Register here: https://attendee.gotowebinar.com/register/842274671547803651

DocStar ECM (Eclipse) 103: how to integrate
Thursday, November 16th, 2017 at 11AM EST
Register here: https://attendee.gotowebinar.com/register/6413004209763902209

Other Recorded Webinars

eLearning

All DocStar formal training is now delivered through the CareCentral DocStar site through their eLearning page. There are several Micro Lessons available by role. Register here: https://carecentral.DocStar.com/

Recorded Training

Feature Focus

Workflow Masters

Basic Operations

Advanced Topics

Our professional service team provides phone support and on-site training options for DocStar and DocStar users and administrators.  If you are looking for short online courses the DocStar and DocStar training centers can help you get answers you need quickly.    Live online training courses are designed to educate you about the fundamentals as well as advanced modules and best practices.

DocStar Course List

To schedule on-site training or to speak to a professional services team member about purchasing an advanced module please contact us using the form found here.

PIF Education

End User Education Outline

  • Getting Started
    • Logging into DocStar & how to navigate to program
    • DocStar user interface
      • Navigation panel (folders, inboxes and alerts)
      • Ribbon bar – retrieve, capture and workflow
      • User preferences
    • Capture
      • Kiosk Mode
      • Desktop Scan
        • Using client app for connecting to local scanner
        • Separation settings
        • Scan settings – dpi/resolution, type (bw, color, greyscale), auto size detection
      • Batch Import
        • Where to configure batch import
        • How to set timer for pickup of documents on timed basis
        • Email monitoring
        • Desktop drag n’ drop functionality
      • Import of ad-hoc electronic documents
        • Client app for selecting multiple files through Browse
      • Print Driver
      • Microsoft Office Connector for DocStar
    • Indexing
      • Content fields
        • Manual entry
        • Moving fields around in Content Fields
      • Lasso OCR
      • Datalink (database lookup)
      • Drop down fields
      • Zone OCR
        • Configure within Content Type builder when inside document viewer
        • OCR workflow step, Get Region
      • Barcode (BCR) if purchased
      • Full text content searching
        • Show Hits
        • Show Document Text
    • Retrieve
      • How to create a saved search
      • How to use search bar and associated syntax
      • Use of wild cards
      • Results grid
        • Sorting
        • Column selector
        • Global replace
        • ACTIONS available within results grid
          • Export to CSV
          • Merge
          • Save a copy
        • Related Documents
        • Selecting multiple documents to view or index
    • Edit
      • Annotations
        • Permissions required
        • Redactions
        • Rotating
      • Modify Security at document level
      • Page Options
        • Scan – add, replace or insert page
        • Delete
        • Burst Item
        • Split Item
        • Reorder
      • Set Page Start
      • Move to
      • Delete
      • View Native
      • Requeue Imaging
      • Document History Panel
    • Output
      • Revision Control
        • Check-in/out process
        • Promote previous versions
        • What permissions are required for versioning?
        • Using Microsoft Office for Check-In process
        • Version Control panel and ACTION menu item
        • Draft vs Published
          • Draft owner
        • Email & Print filed documents
          • Attaching document in 4 file formats (zip, pdf, TIF or native)
          • Include annotation and redactions
          • Email internal hyperlink
          • Email external link
          • Password protect
          • Using SMTP or Outlook to send
        • Save a Copy (Export)
          • Importance of title
    • Workflow
      • Workflow ribbon bar item
      • What is Work Items?
      • What is Approval Requests?
      • What is Dashboard?
      • Creating ad-hoc/built-in Workflows
        • Set Due Date
        • Request Approval
          • “Approvals” panel
        • System Generated Workflows
          • Workflow panel
        • Reset, remove and assign workflows
        • Chat window
        • User preferences for workflow
          • Submission button action
        • Other document actions

Administrator Education Outline

Below is a high-level agenda for DocStar Administrators on basic installation, maintenance and troubleshooting system functions.

Manage

  • Users / Groups
    • Authentication providers. Configuring LDAP or SAML.
    • Admin rights – description of each feature access permission
  • Security Classes*
  • Password management
  • Buzz Space
    • Creating HTML content in Buzz space
    • Multiple Buzz spaces
  • Stamps
    • Creating image and text stamps
  • Index
    • Where is the document index stored?
    • Apache Tomcat windows service for SOLR
    • Reindexing database index for keyword searching

Licensing

  • Review licensing configuration – where to review enabled/disabled licensing
  • Audit Trail
  • Recycle bin
  • Distributed Queue
  • Client application
    • Where to find executable
    • How to configure scanner
    • Batch importing
    • Import errors
    • Module installation

Process

  • Content Type builder
    • Parameters
      • Related document linking
      • Eye – show/hide fields
      • ZONE OCR templating while in Document Viewer
    • Fields
      • Data Type options
      • Formats
    • Field Groups
      • Line Item tabular data
    • Lists – how to create drop down lists and associate with field
  • DataLink
    • Populating drop down lists via data link

Workflow

  • Workflow Designer
    • How to create new workflows
      • One step vs multi-step workflows
      • Building workflow logic – order of functions, one or multiple actions within a step
    • High level overview of the 73 functions
    • Explain the difference between client, user initiated and system triggered workflows
    • Inputs and Outputs
    • System variables (e.g. $Text, $Assignee)
    • Admin created variables (e.g. zTemp)
  • Records Management
    • Creating record categories
    • Record freeze/unfreeze
  • Full Text
    • How to create a document text layer
    • Electronic documents vs image based documents

System Settings

  • IP Restrictions
  • System Settings – configuration settings and defaults
  • Import and Export

Misc

  • DocStar setup and installation executable
    • Upgrading
    • Changing mail and server settings
  • Window Services – what each DocStar window service
    • Automation Service
    • Database Maintenance
    • Distributed Queue Monitor
    • Import Job Mainteance
    • LDAP Monitor Servuce
    • License Monitor Service
    • Records Management Service
    • Schedule
    • Workflow Management
  • Cloud backup
    • Desktop Cloudberry application
    • Changing frequency of backup

DocStar 3.x to Eclipse Conversion

  • Review current customers legacy DocStar database design and current workflow processes
  • Correlate legacy DocStar taxonomies such as templates to current DocStar functions such as Content Types and Workflows
  • Ensure each end user understands how to execute their daily business routines in DocStar

Introduction and Architecture

  • Navigating DocStar
  • The difference between a folder and inbox as it relates to DocStar 3.x inboxes and folders. Replaced by Workflow tab.
  • The DocStar client application, how to configure and troubleshoot
  • Security – compare the difference in admin and user feature access permissions
  • Login and changing password
  • How converted data and documents will come over to DocStar
  • Explain concept of Content Type and Workflows as they relate to Templates

Search

  • Global search bar
  • Syntax for search (e.g. wild cards)
  • Column formatting
  • Custom fields? If so, show advanced searching features
  • How to save a search

Edit

  • Document viewer control – do not need native format
  • Annotations – new improvements and support for non-image formats
  • Page options – reorder, delete
    • Burst Content Item
    • Splitting
  • Thumbnails
  • Content Fields – changing field values
    • Adding a new field
    • System fields (audit info)

Output

  • New email options – internal and external links, password
    • Native files
    • Redaction and annotations on output
  • Moving documents
  • Print
  • Save a Copy

Capture

  • Capture Tab – importing and scanning menu items. No separate scan button
  • Not using Auto view in favor of Workflow Tab
  • Scan settings
  • Print Import
  • MS Office Connector if applicable

Workflow/Index & Post Processing

  • Filtering work items by workflow
  • Column chooser to display warranted fields/columns
  • Approval Requests – if used
  • Dashboard – provide visibility into how workflows are distributed
  • User Queues
  • Changing workflows
    • Terminate
    • Reset
    • Change
  • Built-in approval workflow
    • Change Assignee
  • User prompts from a workflow. Content Type field vs. User Prompt
  • Version control
    • Working with MS Office connector

User Management

  • Adding new users and groups
  • Security Class – folder, document and admin rights

Deprecated Features

Since DocStar ECM is a newly architected product several of the legacy DocStar 3.x components are either replaced with a 3rd party product, included in the core product or depreciated from use.Faxing

  • The ZetaFax integration is no longer supported through DocStar ECM. However, PIF has migrated current DocStar 3.x users to Ring Central’s fax service for $7.99/month. PIF will migrate your current DocStar address book into Ring Centrals email fax format of faxnumber@rcfax.com and place into your email application address book.

NetConnect and WebView

  • Since DocStar ECM user experience is browser based with no thick client/desktop client, and includes web connectivity NetConnect and WebView are deprecated and no longer needed.

Two Tier Storage

  • No longer support DVD archiving. The concept of “File Permanently”, and the need to “unfile” a document to change the template is no longer required. DocStar ECM supports changing the template on the fly.

Inboxes

  • While Inboxes are available in DocStar ECM they take on a different function. Inbox and Folder are basically the same in DocStar ECM . The legacy DocStar 3.x product use of Inboxes is now replaced by Workflow Queue (Work Items) in DocStar ECM .

Templates

  • A big improvement in the DocStar ECM database design supports the concept of Content Types and Workflows which now replace templates. While DocStar ECM does support a template based concept it has improved by allowing all documents to come into a Content Type (e.g. AP Invoice, Contract) and a default workflow can be specified per Content Type. The Workflow can prompt the user for entry, execute a task automatically as well as 73 other functions that is more robust than standard templates. Customers can now have one filing strategy per document type and simply select the appropriate Workflow to execute rather than in DocStar 3.x needing to create multiple templates for the same document type due to limitations for post processing.

Improved Functionality

  • Virtual Cover Sheet (VCS)
    • DocStar ECM supports the legacy DocStar VCS, but is limited to up to 4 fields that can be placed in the database table. VCS allows DocStar ECM to place a button or hot key in a line of business application interface, extract data on the screen to a database that DocStar ECM can use to DataLink an incoming document. Utilizing the unique number generated by VCS, an end user places the value in the Workflow prompt and all remaining fields values are populated into the DocStar ECM Content Type.
  • DataLink
    • Same name and component but increased functionality to support Web Service calls as well as ability to set multiple datalink statements under a single datalink provider.
  • PackageWorks
    • PackageWorks has been rewritten in DocStar ECM to support similar slot functionality
  • Security
    • DocStar ECM supports document level security just like DocStar 3.x however DocStar ECM supports multiple user/group access and one (1) security class per document whereas DocStar 3.x only supported a single security class. A new concept called Ad-hoc rights allows a single default security class and then adding individual users/groups as well as the ability to allow a user to index a document and upon save, remove the users access permissions.
  • Folders
    • DocStar ECM support the ability to add document to multiple folders whereas DocStar 3.x would only allow a single folder location. This is ideal for audit processes where documents need to be virtually placed into another folder for review by outside party.
  • Searching
    • Several new searching features have been added to DocStar ECM namely the global search bar which functions very similarly to a “google” like search supporting wildcard, AND, OR and literal syntax.
    • DocStar ECM makes it easy to save structured searches which then become available and added to a drop-down list next to the search button.
    • Simplified search in one interface. All searching is now done in one Retrieve panel. Users can filter by folder, content type, text string or structured custom field.
  • Annotations
    • DocStar 3.x only supported annotating image formats (e.g. PDF, TIF) and did not support native file formats (e.g. Word, Excel, Text). DocStar ECM with its web viewer control supports annotating any supported file format.
  • Page Options
    • DocStar ECM has made manipulating pages very easy with a right click on the page thumbnail whereas DocStar 3.x required multiple clicks in the menu to execute actions such as reordering, deleting and adding pages. Additionally, DocStar 3.x supported page editing for image files only.
  • Records Management
    • DocStar ECM comes standard with the ability to create record categories and record freezes to support records retention and legal holds respectively. This was a separate paid feature in DocStar 3.x and is now included at no charge. Administrators can now set disposition date/time or events to delete or move documents within a Content Type that meet destruction criteria.
  • Authentication
    • DocStar ECM now supports not only LDAP authentication providers such as AD, but also now supports SAML based single sign-on (SSO).