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Importing Electronic Documents

Importing an Electronic Document in BDMS


Prepare/Create an Electronic Document

If a document is available electronically, it can easily be indexed.

Email with Attachment

If the document was attached to an email message, save the attachment to a folder and rename the document as needed.

  1. In Outlook, open the message.
  2. Right-click the attachment and click Save As.
  3. Choose the folder provided by your department for this purpose.
  4. Name the document per department standards.
  5. Click Save.

Email with No Attachment

If an email message is what is to be indexed (not the attachment), save the message first.

  1. In Outlook, click on the message, but do not open it.
  2. Click File, then click Save As.
  3. Choose the folder provided by your department for this purpose.
  4. Name the document per department standards.

Email as PDF

  1. In Outlook, click on the message, then click File, Save As Adobe PDF.
  2. Choose the folder provided by your department for this purpose.
  3. Name the document per department standards.

Word document as PDF

  1. Use the Office button in the top left corner
  2. click Save as, Adobe PDF.
  3. A PDF document created using this method is much smaller than printing the document and then scanning it.

Other Electronic Document

Generally only import/index a document that is in a TXT, HTML, or PDF format. All other document types (e.g., Word) are considered foreigh in the system. Also, Anyone using that document must have the same software (ie: Word) to open the document. Opening a foreign document takes longer than opening a PDF.

 

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Import an Electronic File

Prepare to Import an Electronic document

  1. From the Application list, click a desired application.
  2. Click New Document.

    New Document

    This will bring up the ApplicationXtender Web Access .NET screen with the option to scan or import a document. Most icons are grayed out until a document is imported.

Import an Electronic File

  1. In the Page Section, click the Add Page icon.

    Add Page icon
     
  2. Locate the document and click Open.
  3. Click Upload.

    Add New Page

    The file is imported and displays in the Document Display Pane. It is ready for indexing. Proceed with standard indexing. The entire file will be indexed as one document.

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