visualfiles document preview guide and functionality overview · 2011. 9. 6. · visualfiles...

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Visualfiles Document Preview Guide and Functionality Overview

Version Control

Version Date Author Description

V1.0 03/06/2011 Zoe Wiggan Created Document

mailto:[email protected]�

Visualfiles Document Preview Guide and Functionality Overview 2


Contents

Introduction ................................................................................................................................................................... 3

Prerequisites ................................................................................................................................................................. 4

Additional Documentation ............................................................................................................................................. 4

Setting up the Document Preview Module ................................................................................................................... 5

Activate Document Preview Module ......................................................................................................................... 5

Add Document Preview External System Definition (Optional) ................................................................................ 6

Installing Quick View Plus Professional ........................................................................................................................ 9

Previewing Documents ................................................................................................................................................. 9

Previewing a History Document from the File History ............................................................................................. 10

Previewing a History Document from Document Review ....................................................................................... 11

Previewing a History Document when Attaching a History Document to an Email ................................................ 12

Previewing a History Document when Saving Email Attachments to History ......................................................... 13

Previewing a History Document from the Finder .................................................................................................... 14

Previewing a History Document when Producing a Document Bundle .................................................................. 15

Supported Document Types ....................................................................................................................................... 16

Unsupported History Items ...................................................................................................................................... 16




Introduction Version 2.4.3.0 is the latest in the Visualfiles v2.4 series, based on Progress OpenEdge 10.2B technology.

The headline item in this release is the addition of a Document Preview facility to file History, Document Review

screens and document import dialogs.

Visualfiles 2.4.3.0 is also a significant maintenance release, with around 90 fault fixes as well as a few minor

enhancements. Full details of all enhancements and fixes are given in a separate document, ‘Visualfiles v2.4.3.0

Release Notes’.

This document supplies a guide to the functionality of the Document Preview module and gives an overview of

other features included in this release.




Prerequisites Prerequisites

Description Version

Visualfiles V2.4.3.0* or greater

VisualfilesIE.ocx V2.0.0.15* or greater

Visualfiles Document Preview Module

Visualfiles GUI

(NOT available for use with the Visualfiles Browser)

(NOT available within M2\Outlook Plug-in Interface)

Quick View Plus Professional (QVP) V11.0.0* or greater

* Please note: This is the earliest compatible Document Preview version, however subsequent releases may

include enhancements, it is therefore recommended that you install the latest versions to ensure you get all

available functionality.

Additional Documentation Additional Documentation

Quick View Plus Professional Edition Product Information

Quick View Plus Administrator Notes

Quick View Plus User Guide

Quick View Plus 11 Professional Edition – Read Me




Setting up the Document Preview Module Activate Document Preview Module

A new licence key is required to activate the Document Preview Module (DPRV), this can be obtained from the

LexisNexis Visualfiles Accounts Team. The new licence key needs to be entered on the Visualfiles System

Parameters screen, to do this:

• From the Visualfiles menu bar select File > Administration.

• Double click the Licence and Setup icon to display the System Parameters screen (fig.1.1).

• Select the Document Preview Module (DPRV).

• Update the Key fields with your new licence number and click OK to save.

Fig.1.1




Add Document Preview External System Definition (Optional)

A Document Preview External System Definition is available, once added it provides a way of amending some

elements of the standard behaviour of the integration between Visualfiles and Quick View Plus. It is anticipated

that for the majority of implementations no customisation will be required, therefore the definition need not be

added.

If you choose to add the system definition it will be pre populated with the recommended default values, to add it:

• From the System Parameters screen click Setup (fig.1.1) to display the External System Definitions

Screen (fig 1.2)

Fig 1.2

• Select the Miscellaneous tab and click the Create icon to display the Select System window (fig 1.3).




Fig 1.3

• Highlight the 914 Document Preview option then click ok, this will display the Document Preview Setup

(fig 1.4) window, complete with the recommended default values

Fig 1.4

The following table provides an overview of each of the fields on the Document Preview Setup window:

Description Default Notes

Change Document

Extension

Ticked If QVP is not configured to work with Microsoft Internet Explorer (from

QVP select View > Configure Quick View Plus to check this setting)

Then this setting will enable documents types to be viewed using QVP in

the Document Preview pane within Visualfiles but QVP will not be used to




display the documents outside of Visualfiles. For example, when Word

documents are opened via Internet Explorer they will not be previewed

using QVP but instead they will be displayed in their native software.

Document Extension vfprvw When the Change Document Extension option above is selected an

unused, bespoke file extension needs to be entered in this field. This

option enables Document Preview to display the document in file history

using a different file extension (e.g. mydocument.vfprvw rather than

mydocument.doc) so that other Word files are not previewed using QVP

in other areas of the system such as Internet Explorer.

Automatically

Associate Extension

with Quick View Plus

Ticked Visualfiles will check if Internet Explorer will open files of the specified

extension (above) with Quick View Plus. If it finds it won't, it will add the

Windows registry keys needed for it to do so.

Content Type vfpreview Quick View Plus works by associating MIME content types with itself. The

Content Type field allows the MIME content type associated with the file

extension chosen for document preview to be specified. If Visualfiles finds

that either the file extension already has a Content Type defined, or that

the specified Content Type is already associated with an application, it will

leave the current values unchanged.

Always use Quick

View Plus to preview

document

Unticked Temporary document file name extensions will not be changed where

Visualfiles detects another application can be used to preview the

document e.g. if Adobe Reader is installed it will used to automatically

preview .pdf files rather than QVP. Ticking this box would mean that QVP

would always be used.

Comma Delimited List

of file extensions not

to be previewed

olf,efd Quick View Plus does not support the display of Laserforms or Oyez

forms, therefore these file types have been added to the list of file

extensions not to be previewed. This list can be appended to if further

unsupported files types are identified or if a Client wishes to disable the

preview of certain file types.




Installing Quick View Plus Professional Before you can install Quick View Plus Professional you will need to contact the LexisNexis Visualfiles Accounts

Team to obtain a username, password and unique activation serial number, this will enable you to download the

software from: www.avantstar.com/software.

• A licence for each desktop is required (the licensing is NOT based on concurrent users).

• Activation of the licence requires the machine to have internet access, if this is not available a ‘Short Code’.

Activation key will be required from Avantstar.

• When down loading the application select the 32bit Version.

Previewing Documents Once the Document Preview module has been activated and Quick View Plus has been installed the user will then

have the ability to preview documents, this addition functionality is available in six places:

• When viewing history from the file history tab

• When viewing history from the finder

• When attaching a history document to an email

• When saving email attachments to history

• When viewing history from the document review tab

• When generating a document bundle

When the option to preview a document is selected the document is displayed in Quick View Plus (QVP) in an

embedded window within Visualfiles. This window includes the QVP toolbar (fig 3.1), the toolbar which enables the

user to make use of QVP features such as viewing the metadata, printing, searching and zooming for a full

explanation of the additional functionality provided by the QVP toolbar see the QVP User Guide or Online Help.

Different variations of the toolbar are displayed depending on the type of document selected for preview.

Fig 3.1


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Previewing a History Document from the File History

Open a file and navigate to the file History tab, and then highlight a history item. Once a history item has been

selected the bottom right hand panel of the history page will include an additional Document Preview tab (fig 3.2)

which will display a preview of the currently selected history document.

Fig 3.2




Previewing a History Document from Document Review

From the Visualfiles Desktop select the Document Review tab, an additional Document Preview tab is now

available (fig 3.3) which displays a preview of the currently selected document.

Fig 3.3




Previewing a History Document when Attaching a History Document to an Email

Create a new email in Outlook and selected the Attach History Document option, when prompted select a file to

display the History Document window (fig 3.4). An additional Document Preview tab is available, when selected

a preview of the currently selected history document will be displayed in the right hand panel.

Fig 3.4




Previewing a History Document when Saving Email Attachments to History

Select an email which contains attachments in Outlook and select the Save Attachments To History icon, when

prompted select a file to display the Save Attachments to History window (fig 3.5). An additional Document

Preview tab is available, when selected a preview of the currently selected history document will be displayed in

the bottom panel.

Fig 3.5




Previewing a History Document from the Finder

From the Visualfiles Desktop select the Finder, right click on a file and select the Show History option to launch

the History window (fig 3.5). The bottom right hand panel of the history window will include an additional

Document Preview tab which will display a preview of the currently selected history document.

Fig 3.6




Previewing a History Document when Producing a Document Bundle

Open a file and navigate to the file History tab, and then from the menu bar select File > Create Document

Bundle > From Template to launch the document bundling wizard, step through the wizard until you reach the

Document Bundle – Document Review stage (fig 3.7), highlight a document and select the Document Preview

tab to view it.

Fig 3.7




Supported Document Types Quick View Plus supports many different file formats, full details of which can be found on their web site:

http://www.avantstar.com/metro/home/Products/QuickViewPlusProfessionalEdition/Info/Specifications

Unsupported History Items

When there is no document to be previewed for the selected history item, for example where the selected item is a

File Note or Time Item the message ‘Visualfiles is unable to preview this item’ will be displayed. This message will

also be displayed when multiple history items are selected.

Fig 3.8


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