Transcript Title Examination from Start to Finish

halFILE Search
Search Template
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Multiple criteria specified in the same field is an
‘OR’ search
Multiple criteria in separate fields is an ‘AND’
search (search for name SMITH or name JONES
and document type DEED)
Mark the radio button for the type of search for
that field (beginning of field, end of field, etc.).
Custom search can help with the defaults on
these buttons
F2 is the hot key for popup of a table
CTRL-S will trigger the ‘Begin Search’ button
Search Template cont...
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The ‘%’ key is used as a wildcard for SQL server
and replaces any string. Example if your names
were indexed as SMITH, JOHN & MARY if you
search SMITH, %MARY you will get hits
View References – check this box to trigger
reference field search for the items found in your
primary search. This box can be checked by
default and requires that you have set up
reference fields
Cross Name – check this box to search two name
fields back to back (Grantor/Grantee)
Report Only – suppresses display of the hit list
and prompts user with the report menu
Order By – selects the default order of the hit list
Search/File
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Begin Search – triggers search (same operation
as Begin Search button on main screen. CTRL-S
is keyboard hot key
Save Hit List – allows save of the results of a
search. Used to save the search work done for
use in a future search or for later retrieval
Restore Hit List – opens Explorer window to allow
selection of a .HIT saved hit list file to restore
Print Criteria – prints a hard copy of the search
criteria entered and the number of rows returned
Print Setup – displays the printer setup
Search/Edit
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Cut (CTRL-X) – cuts the highlighted text for
placement in a different area
Copy (CTRL-C) – copies the highlighted text for
placement in a different area
Paste (CTRL-V) – pastes cut or copied text in the
field where cursor is positioned
Undo (CTRL-Z) – clears the last typed string
NOTE: The above menus or their hot keys must
be used when working with base edit text
(sub/block/lot or Township/Range/Section).
Right-click copy/paste with mouse not supported
Search/Clear
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Criteria – clears the criteria screen of all text but
preserves any open hit list
Hit List – clears the open hit list but preserves
the search criteria entered
New Search – clears the search criteria, hit list,
and closes any open document view/document
data windows
Tools/Options/Hit List
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Hit List Descriptions – controls whether just the
table code or the code and description display on
the hit list (global for all users)
Display Results – defines how hit list is reported.
Either one row per doc (first row of a record),
row that is your search criteria match, or all rows
for every record (Windows has limits on how
many rows can be returned to screen)
Hit List Button Execute – configures operation
buttons for hit list (Word Merge, Pending Order)
Check View Reference by default – checked box
toggles reference searches to always ‘ON’
Tools/Options/Hit List cont...
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Reference foreground/background color – select
buttons allow color palette selection for shading of
references. This also triggers letter ‘R’ to display
at left of each reference doc in the hit list
Color Set – allows match on a table value in order
to color-code the hit list to set off certain items.
Incremental set number is selected, then drop
down to pick the database field, type in the field
value to match, then use select buttons to add
foreground and background color for that value.
You must close search completely and reopen in
order to see the results of your sets and be sure to
click Save Color Set to save your work
Tools/Options/Cross Name
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Enable this feature – check box to activate cross
name for this database
Designate the first and second cross name
database fields to search
Enter the text caption that will display when the
Cross-Name box is checked in the search criteria
window
Tools/Options/Order By
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Up to 5 database fields can be selected to define
the default hit list displayed order
Use the drop-down window at top to pick the
appropriate database field for Order By
Place cursor in ‘Order By Clause’ field then click
Insert Field to place value (i.e.
primetable.File_Date)
All Order By clauses must contain hal’s document
number primetable.PRSERV as the last value (i.e.
primetable.File_Date,primetable.PRSERV)
Tools/Options/Publish
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Published File Header Template – defines the HTML
page header for Publish
Published File Detail Line Template – defines the
HTML page document info lines
Published File Footer Template – defines the HTML
page footer for Publish
In all of the above the template buttons will build
these criteria based on the layout of your database
and your database field names
Published path – location of the output of the publish
program (images and HTML page)
Published file name – name of the HTML page
Publish as PDF files – Images will be converted to
PDF from TIF (requires 3rd party program
TIFF2PDF.EXE)
Tools/Options/Image Modifications
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Checking this box will enable halFILE to update
an index field in the database (like Modify_Date)
whenever any change occurs to the image file
Tools/Options/Execute Triggers
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Search Lost Focus Execute - certain field value
entered in search can trigger execution of
another program within search to perform an
operation
Search Execute – when a document is updated in
search other programs can be triggered to run
based on the information updated to populate
those updates to other like records
Tools/Options/Doc Info Mail
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Allows user to define email addresses to be used
as default “to” addresses when the email function
is selected
Allows a template to be defined of the heading
and body of the email message generated by the
email function within halFILE (i.e. a block of text
that says “Files attached from ABC Company
Imaging Warehouse”)
Tools/Options/Scan on Demand
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Check box tells system to identify any record
without an image attached on the search hit list
Email configuration allows message to be sent to
ask the “on-demand” operator to scan document
for the index record(s) selected. Operator uses
edit/append pages/from scanner or from file to
image the requested document(s)
Tools/Options/Notifications
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A database field (like Status) can be monitored
and when certain values are indexed or updated
in that field halFILE can automatically send email
notification to designated users of these changes.
Tools/Options/Starter
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Enable feature to allow starter searches
If the plant date is maintained at the end of the
database description then Starter system can pull
this as its ending date for searches
Starter Number Field – the database field where
the starter (GF or file) number will be placed
Starter Description Field – the database field
where the free form description (address, etc.) of
the starter that user enters will be placed
Open Date Field – the database field where the
date file was opened will be placed
Close Date Field – the database field where the
date file was closed will be placed (can be same
as Open Date)
Tools/Options/Starter cont...
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Starter Status Field – a table driven database
field for the status of ‘Open’ or ‘Closed’ (normally
the inst type field
Fallout Date Field – database field for check for
fallout transactions
Security Group Field – used in combination with
group security to restrict file records to certain
users
Criteria Sets – defined by incremental set number
for each database field that will potentially
contain search criteria for a file (names, legal,
etc.). Make sure to click Save Set button after
each set is defined before clicking OK button
Tools/Options/Starter cont...
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New Document Prefix Number – Starter system
creates a database record of the criteria used for
search (an order record). This single letter will
tell halFILE internally what numbering convention
to use
Starter Basket – specify a non-image basket
name here
Open Status Value – the table code value that will
be stamped into the Starter Status Field for an
open file
Closed Status Value – the table code value that
will be stamped into the Starter Status Field for a
closed file
Tools/Options/Fallout Report
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Fallout Report Description – User text description
defining the report (appears in the report request
screen)
Fallout Report Path – the full path to the Crystal
Report for fallout
Fallout Report File – name of the Crystal Report
for fallout (HFFALLOUT.RPT is the base report that
is modified for specific databases i.e.
PRFALLOUT.RPT for database PR)
Last Fallout Report Date – displayed as a
reference
Run as Scheduled Task – if reports are to be run
automatically as a background scheduled task
Search/Window
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SQL – will display the SQL select statement that
was sent to the server in the search
Hit List View – brings the hit list window forward
to front of screen (F8 is the hot key)
Hit List Operations
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F11 key – opens prior document in hit list
F12 key – opens next document in hit list
Mark – places ‘<<‘ mark at left of highlighted
row(s) to bookmark these items for further
operation
To sort the list – click on any row to highlight
then right-click to get menu including sort by
ascending or descending
Marked Items Operations
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Access through ‘Hit List’ menu or right-click mouse
inside hit list
Keep – keeps all items marked and removes
remainder
Remove – removes all items marked and keeps the
remainder
Print – queues all the marked documents to print
Email/One Attachment – combines all the marked
documents into a single document and attaches to
mail
Email/Multiple Attachments – each marked
document is an attachment
Email/Select Pages – allows preview and
keep/remove of individual pages to build a brand
new document for attachment to mail
Hit List Buttons
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Mark – hash marks or unmarks highlighted row
View – Views highlighted row (same as doubleclick on row)
Remove – Removes highlighted row from hit list
New Search – closes all windows and returns to
search criteria screen (same as clear/new search)
Report – Opens the selection dialogue box to
request Crystal Reports
Print Criteria – prints the search criteria screen
and number of rows returned
Find Text – used to strip through non-image
documents to locate text string
Image Viewer Hot Keys/Options
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Ctrl-F – hops to first page of document
Ctrl-L – hops to last page of document
Alt-1 thru Alt-4 – zooms into upper left, upper
right, lower left, lower right quadrant of image
Tools/Keep Selection Rectangle – turn on for OCR
of specific areas of a document
Tools/Show Thumbnails – converts document to
thumbnail views of each page
Tools/Options – control the default zoom in
Index, Search and whether the zoom view should
be retained or reset when paging through
document
Questions?