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/
Our professional service team provides phone support and on-site training options for DocStar users and administrators. If you are looking for short online courses the 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.
Scan settings – dpi/resolution, type (bw, color, greyscale), auto size detection
Where to configure batch import
How to set timer for pickup of documents on timed basis
Desktop drag n’ drop functionality
Import of ad-hoc electronic documents
Client app for selecting multiple files through Browse
Microsoft Office Connector for docSTAR
Moving fields around in Content Fields
Datalink (database lookup)
Drop down fields
Configure within Content Type builder when inside document viewer
OCR workflow step, Get Region
Barcode (BCR) if purchased
Full text content searching
Show Document Text
How to create a saved search
How to use search bar and associated syntax
Use of wild cards
ACTIONS available within results grid
Export to CSV
Save a copy
Selecting multiple documents to view or index
Modify Security at document level
Scan – add, replace or insert page
Set Page Start
Document History Panel
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
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
Using SMTP or Outlook to send
Save a Copy (Export)
Importance of title
Workflow ribbon bar item
What is Work Items?
What is Approval Requests?
What is Dashboard?
Creating ad-hoc/built-in Workflows
Set Due Date
System Generated Workflows
Reset, remove and assign workflows
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.
Users / Groups
Authentication providers. Configuring LDAP or SAML.
Admin rights – description of each feature access permission
Creating HTML content in Buzz space
Multiple Buzz spaces
Creating image and text stamps
Where is the document index stored?
Apache Tomcat windows service for SOLR
Reindexing database index for keyword searching
Review licensing configuration – where to review enabled/disabled licensing
Where to find executable
How to configure scanner
Content Type builder
Related document linking
Eye – show/hide fields
ZONE OCR templating while in Document Viewer
Data Type options
Line Item tabular data
Lists – how to create drop down lists and associate with field
Populating drop down lists via data link
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)
Creating record categories
How to create a document text layer
Electronic documents vs image based documents
System Settings – configuration settings and defaults
Import and Export
docSTAR setup and installation executable
Changing mail and server settings
Window Services – what each docSTAR window service
Distributed Queue Monitor
Import Job Mainteance
LDAP Monitor Servuce
License Monitor Service
Records Management Service
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
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
Global search bar
Syntax for search (e.g. wild cards)
Custom fields? If so, show advanced searching features
How to save a search
Document viewer control – do not need native format
Annotations – new improvements and support for non-image formats
Page options – reorder, delete
Burst Content Item
Content Fields – changing field values
Adding a new field
System fields (audit info)
New email options – internal and external links, password
Redaction and annotations on output
Save a Copy
Capture Tab – importing and scanning menu items. No separate scan button
Not using Auto view in favor of Workflow Tab
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
Built-in approval workflow
User prompts from a workflow. Content Type field vs. User Prompt
Working with MS Office connector
Adding new users and groups
Security Class – folder, document and admin rights
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 email@example.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.
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 .
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.
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.
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 has been rewritten in docSTAR ECM to support similar slot functionality
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.
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.
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.
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.
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.
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.
docSTAR ECM now supports not only LDAP authentication providers such as AD, but also now supports SAML based single sign-on (SSO).