Import Images Dialog Box Explained

The Import Images dialog box is opened when you are importing content (documents, photos, e-mail, etc.) into ImageRight. For example, the dialog box will be opened when you use Favorites to add content to ImageRight or you are filing an outgoing e-mail message. Here, we explain the options in the dialog box in more detail. Our discussion relates to all options in the dialog box. The available options may vary based on the type of import you are performing and the selections you make.

 

For information about the Save and New buttons in the Import favorites pane, see Favorites.

The items that will be imported are listed on the right side of the Preview tab. Multiple items are displayed either as separate documents or as one document based on whether you have elected to split imported content as explained in Import Dialog Options. You can:

  • Select an item in the list and view a preview on the left side of the dialog box.
  • Change the order in which multi-page items will be imported. Select an item in the list and click (move up) or (move down) on the right side of the dialog box.
  • Remove items from the import process. Select the item to be removed, and click .
  • Add items that are outside of ImageRight to the list. To do so, drag the items (from Windows Explorer for example) and drop them in the list. You might use this option if you have photos, notes, documents, etc., that need to be associated with the content being imported.
  • Redact an image before it is imported. For more information see Redacting an Image.

You can change the size and orientation of the preview using the functionality explained next. It is important to note that changing the preview of the image will not affect the imported image, that is, the entire image will be imported.

 

The ability to rotate, zoom, invert, redact, etc. is only possible with image files such as TIFF or JPEG images. This functionality is not possible with HTML or PDF files.
  • Drag the pointer over a section (draw a box around a section). When you release the pointer, the section will be enlarged.
  • Double-click the enlarged page to restore the size.
  • Right-click the image and click a command on the menu to change the size using the zoom or fit commands.
  • Click the Zoom icons on the toolbar.
  • Click the rotation and fit commands to change the orientation and zoom respectively.
  • Click the Invert command to convert the image to negative view (often used to view damage in a photo).

The commands on the menu and the icons on the toolbars function in the same manner as those in the ImageRight viewer. For more information, see ImageRight Content Viewer.

You can change the size (view) of the dialog box.

  • Point at a border of the dialog box. When the pointer changes to , drag the dialog box to the desired size.
  • Point at the border between the panes. When the pointer changes to , drag the panes to the desired size.
  • Click the Toggle Full Screen icon () or press Ctrl+M or Ctrl+Ctrl to switch between full screen view and normal view.

You can split all multipage PDF documents being imported into separate individual PDF documents by selecting Split all PDF documents.

  • Split PDF documents option and certain multipage PDF documents will be added as a document with multiple pages displayed in the file tree. The following types of PDF documents cannot be split:
    • Password-protected
    • Adobe LiveCycle 1.7 and later with dyanmic XFA forms
    • Adobe LiveCycle 1.6 and earlier

Right-clicking individual PDF documents or pages displays the following options:

  • Split selected PDF documents – splits the selected multipage PDF documents into separate individual PDF documents
  • Assemble selected PDF documents – combines multiple individual PDF documents into a single PDF document

On the Import Into tab, you configure the options related to the file structure, that is, the options that direct where the imported items will be filed.

In the Import favorites pane, you can select either a global favorite or a personal favorite in the list. You can distinguish between the global and personal favorites by the format of the name. Global favorite names are italicized. The predefined favorite you select will populate the information on the Import Into tab.

In the File info pane, select the destination where you would like to place items and the options related to placement and the document date based on the following descriptions.

  • Current file – Items will be placed in the file open in Outlook Interface. You can define the folder and document type as explained later.
  • New file – Items will be placed in the file related to a valid file number that you enter.
  • New temporary file – Items will be placed in a temporary file, and a system-generated file number will be assigned.
  • Existing file –  Items will be placed in a file that already exists in ImageRight based on the file number you enter.

If you select Current File in the File info pane, you can select Place at the beginning, and the message will be placed at the beginning of the file (the first document in the first folder).

If you select New file (as in our example) or New temporary file, you must select or enter the file location information listed below that will be applied to the imported items. If you select Current file in the File info pane, certain file options in the Location pane will not be available.

  • Drawer
  • File type
  • File number– enter a number if you selected the new file option.
    • File number is unavailable if New temporary file is selected.
    • You can enter a number for a file that doesn't exist, and a new file will be created.
    • You can enter an existing number, and the items will be filed in the existing file.
    • You can search for an existing number as explained in Searching for File Numbers and File Names, and the items will be filed in the existing file.
    • If your organization uses multipart file numbers (one to three parts),you will see multiple file number boxes when you select a drawer and file type combination for which multipart numbers are applicable.
  • File name
    • File name is unavailable if New temporary file is selected.
    • You can enter a name that doesn't exist.
    • You can enter an existing name.
    • You can search for an existing name as explained in Searching for File Numbers and File Names.
  • Document type
  • Folder

You can choose from two different view styles in the Location pane where you select the drawer and file type. You can choose from a tree view or list view. To do so, right-click the Drawer (or Location) box and select Tree View or List View, indicated by .

  • Tree view displays the location names and drawer names. The label or name of the list changes to either Location or Drawer. When you expand a location, the drawers related to that location will be displayed.
  • List view displays all the drawers without the location branches.

You can choose from two different view styles (list or hierarchical tree view) in the Location pane where you select the document type and the folder. To do so, right-click near document type or folder, and then click Switch view, as shown in the upper portion of the screen capture.

In the tree view:

  • Click or to expand the folder types in the hierarchy as shown in the lower portion of the screen capture, and then select the document type.
  • Folder types in which repeatable folders can be created are marked with .

When using the list view, you can filter the list of document types and folder types to make it easier to find the items you need.

  • When you enter the first letter of the document type or document description in the Document type box, a list of matching documents will be presented. You can filter the list further (reduce the number of items in the list) by typing additional letters. When you select a document type, the Folder box will be populated automatically to display the folder in which the document will be stored. If multiple folders are related to the document type, the Folder list will contain only those folders in which the document may be placed.
  • You can search for folders in the list by typing a letter or letters as noted earlier. When the document type is selected, the document description is updated automatically in the Document description list. The document description can be changed by either typing a new description or selecting a description from the list.

You can select the Remember selection option near the bottom of the dialog box, and the last used file structure settings that you selected will be remembered and presented the next time the dialog box opens.

Your organization may use attributes like state, policy type, agent name, etc., with ImageRight files. If so, you can edit the attributes in the dialog box.

  1. The file attributes are shown in the Location pane. Enter the attribute value in the box next to the attribute name (State in our example). If you can't see the attributes, use the scroll bar on the right side of the Location pane.

  1. To enter an attribute for the folder or document type:
    1. Switch the view to tree view, as explained earlier.
    2. Right-click the folder or document type.
    3. Click Edit Attributes on the menu.

  1. Enter the attribute changes in the Edit Attributes dialog box.
  2. Click OK to save your changes and return. Click Apply to save your changes and retain the dialog box for further use. Click Cancel first to dismiss the dialog box without saving your changes.

You can change the document date and received date and time.

  • You might change the document date to reflect the date a letter was received as opposed to the date the letter was added to ImageRight.
  • Typically, the received date and time are changed to reflect the date and time an e-mail message was received. If your ImageRight system administrator has configured the file structure to display the received date of e-mail messages, the messages are displayed in date order in the file tree based on the received date.

To change the dates or time, update the values in the Document date or Received date and time boxes by doing one of the following.

  • Type a new date or time value.
  • Click the down arrow and pick the date from a calendar.
  • Click a date or time value and use the up and down arrow keys to set the new value.
  • Use the arrows next to the time to set the new time value.

As needed, you can enter text for the descriptions below. The descriptions will replace the system-generated descriptions and will be displayed in the file structure. In some instances, you may be able to select a predefined description in the list by clicking the arrow.

  • Page description – Text appears at the page level. If you select Use file names, the name of the file being imported will be used as the page description.
  • Document description – Text appears at the document level.

You can select the:

  • Create task option to create a task related to the item being imported. Selecting this option updates the same option on the Task tab. The workflow, etc., selected on the Task tab, as explained later, will dictate where the task is created.
  • Open the file option to open the file in Outlook Interface after the import process completes.
  • Associate files option and create a related files relationship between a new file or a new temporary file and the file open in Outlook Interface.

On the Task tab, select the Create task option if you would like to create a task on the items being imported. Selecting this option updates the same option on the Import Into tab. You can select the level at which the task should be created and other options that determine the status of the task.

  • On first page – Task will be created on the first page of the document.
  • On the document – Task will be created at the document level, not on a single page.
  • Available on – Dictates the date and time task will be available in the to do list. To change the date and time values, do one of the following:
    • Select the date and time values and type new values as needed.
    • Click the value to be changed and use the arrow keys to change the value. The left and right arrow keys are used to advance or return to a value to be changed. The up and down arrow keys are used to change the value.
    • Click the arrow next to the date to open a calendar. Use the arrow keys at the top of the calendar to change the displayed month as needed. Click the desired day to select it.
    • Click the arrows next to the time to change the time, or select the time element to be changed and type the new value. Use the arrow keys to change the time as described earlier.
  • Description – The text that will be associated with the task and displayed in the navigation pane. In some instances, you may be able to select from a list of recently used descriptions by clicking the arrow.
  • Workflow – The workflow in which the task will be created.
  • Step – The workflow step in which the task will be created.
  • Assign to – The name of the person, group, or role to which the task will be assigned.
  • Priority – The importance assigned to the task (0 – highest to 9 – lowest).
  • Lock task – The task will be locked, and the file will be opened immediately after the import process completes.
  • Debug task – The task can be used when you are testing workflow changes. This option is typically used by the person who maintains your organization's workflows. Tasks will be added to the workflow and can be processed without affecting actual production workflow tasks, reporting, etc.

You can add (optional) task notes on the Task Note tab. The task notes provide a virtual record of activity related to the task. Your organization might use task notes to facilitate communication and written feedback when a task is being processed by customer service representatives, claims adjusters, examiners, or others. It is important to note that task notes, once created, cannot be changed.

In our earlier examples, we were importing an image into Desktop. If you import a PDF form or a file in its native format, you will notice a difference in the appearance of the Preview tab.

In the example below, we are importing a Microsoft Word document. If the program related to the item being imported is installed on your computer, you will see the program's icon, and you will be able to open the item by clicking the available commands.

  • Preview – A preview of the file will be displayed in the dialog box.
  • Open (Read Only) – The file will be opened in its native program in read only mode. In read only mode, you cannot save changes made to the original.
  • Print – A PDF form can be printed.
  • Edit (click ) – The file will be opened in its native program. You can make and save changes in the file.

In order to preview or edit Microsoft Office 2007 files, Office 2007 or later must be installed on the computer being used.

In order to edit PDF files, you must have Adobe Acrobat installed. you cannot edit PDFs using Adobe Reader.