Instant Intelligence Knowledge Base » Knowledgebase » Popular Articles

Why do my files not look the same as when I scanned them?

II Customer Services — Tue, 04 Aug 2009 16:47:42 GMT

SUMMARY

When you add a file to Instant Intelligence, a lower-quality preview image is created of each page.

It is this image that is displayed when you view a file, and in most cases, this is of good enough quality for you to be able to get the information you require off the page.

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Having these preview images makes the system far more efficient - you don't have to download an eighty page document just to read page three; the lower quality image files are much smaller, so they are faster to display, and you don't need to install anything extra in your web browser. Because no files need to be downloaded, nothing is left in temporary folders on your computer, so it is far more secure than other systems.

You can always get the original document back using the download or email functions.

Emailing

II Customer Services — Tue, 04 Aug 2009 16:39:43 GMT

SUMMARY

You can email a file directly from the system by right-clicking on it and selecting Email.

The email dialog lets you specify multiple recipients, separated with a semi-colon.

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Emails are sent directly from the Instant Intelligence system, so if you want to be able to track when you sent the email, you either need to also send a copy of it to yourself, or only send a copy to yourself and then forward it to the intended recipient, giving you the opportunity to add text, attachments, your signature etc, and ensuring that a copy of the mail is recorded in your Sent Items.

Remember that email is less secure than downloading, and that some systems block large attachments. Instant Intelligence have no control over other organisations mail systems or their configuration.

Downloading

II Customer Services — Tue, 04 Aug 2009 16:38:01 GMT

SUMMARY

When you want to retrieve files from the system, use the Download option, either by right-clicking on the required file or folder and clicking Download, or selecting the folder or file and clicking the download button on the toolbar.

In order to maintain the highest levels of security, you can not directly download files or folders. Instead, when you request a file or folder, the system packages your request into a zipped (compressed) file. You are then given a download code, which you need to take a note of. You will receive an email to your registered email address containing a download link. When you click on the link, you are asked to enter your login details again, and then enter the previously supplied download code. You can then download the requested files over a secure encrypted connection, making it the safest way to transfer files down from the system.

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The file received is a zip file which contains the requested files in the same folder structure that they were organised in online. In newer versions of Windows, you can just open this file and view the folders within it. Older versions of Windows will require the file to be uncompressed before its contents can be viewed.

How do I remove the header and footer on printed pages?

II Customer Services — Tue, 04 Aug 2009 16:34:00 GMT

SUMMARY

The header and footer are generated by your web browser, and are turned on by default.

You need to go into the Page Setup in your browser and clear the header and footer sections. You can also modify the page margins to get the printout to fill the page as required.

Printing

II Customer Services — Tue, 04 Aug 2009 16:30:54 GMT

SUMMARY

Printing from the system is achieved by clicking on the Print button or right-clicking and selecting Print. You can choose to print anything from a single page to an entire cabinet, depending on what you have selected when you click Print – note that if you try to print lots of pages/files/folders in a single action, this can take considerable time to compile.

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The Print feature prints out the preview image that is displayed on screen, using your web browser’s printing functionality. Many browsers, including Internet Explorer, add a header and footer to each printed page by default – you can remove these by changing your browser’s print setup – you may also want to clear the margins to get a fuller page printout.

If the quality of the printout is insufficient, or the file is of a format that can not be displayed, you will need to download or email yourself the original file out of the system, and open the file up on your PC to print it from there.

What happens if I no longer want to use the service?

II Customer Services — Tue, 04 Aug 2009 16:24:50 GMT

Key Features

II Customer Services — Tue, 04 Aug 2009 16:21:36 GMT

SUMMARY

These are some of the key features that make Instant Intelligence Archiving easy to use:

· It looks like Windows

· You can add extra information

· You can search for text on a scanner page

· Scan straight into a folder

· It's very secure

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· It looks like Windows - Think of how ‘My Documents’ is set out on your PC - Instant Intelligence Archiving is very similar, with folders and files.

· You can add extra information - You can add notes to a file and you can set up fields containing extra information about files, so you can search for them.

· You can search for text on a scanner page - We ‘read’ every scanned page that is loaded into the system, so you can search for words, numbers and references on the scanned pages.

· Scan straight into a folder - If you have a scanner plugged into your PC, you can just scan your paper files straight into a folder.

· It's very secure - There is strict security, so your files can only be seen by people with the correct permission. Everything is monitored all the time and backed up regularly.

How safe are my files?

II Customer Services — Tue, 04 Aug 2009 16:19:03 GMT

SUMMARY

Instant Intelligence takes security very seriously and the service is highly secure. Only authorised users with a valid password and access code can access the system, and the areas they can get to are fully controlled by your administrator or your partner on your behalf.

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It's probably safer than you keeping the paper in a filing cabinet or the images on your own computers. Information flowing between our servers and your computer is encrypted using 128-bit SSL, so it's safer than sending a paper document or a CD in the post. Our systems are housed in the United Kingdom at one of the most secure data centres around, on state of the art equipment, automatically backed up multiple times every day.

Can other people see my files?

II Customer Services — Tue, 04 Aug 2009 16:17:52 GMT

SUMMARY

The system is divided into separate clients, and one client cannot see another client's cabinets or folders. The only exception to this is if a site administrator is designated as a cabinet administrator for a different client, and this can only be done by an existing cabinet administrator within the client.

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Within the client, the cabinets and folders that users can access is controlled by a combination of client administrators and cabinet administrators - the client administrators are responsible for which group each user is placed into, and the cabinet administrators decide which groups have access to the cabinet or its folders, and what permissions each group has in each folder.

Splitting the responsibilities in this way makes the system more secure - the client administrator may be able to allocate groups, but they cannot give those groups permission to see folders unless they are also a cabinet administrator.

How do I get my original document back?

II Customer Services — Tue, 04 Aug 2009 15:35:16 GMT

SUMMARY

You can at any stage download your files from the system - you can download anything from a single file to an entire cabinet at a time. Some users like to do this on a regular basis to keep their own backup of their files.

Downloads are delivered as a secure link to your email address, so you can ensure that the download is encrypted and secure.

The downloaded file is a zipped (compressed) file, containing the same folder tree layout as the cabinet or folders you are downloading.

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You can also use the system's email function to email a file to you - be aware that some email systems may block attachments over a specified size, and that transferring files by email is not done over an encrypted connection, and is therefore not as secure as using the download function.

You can email or download a file by right-clicking on it and selecting the Download or Email options.

How do I change my password or security code?

II Customer Services — Tue, 04 Aug 2009 15:28:56 GMT

SUMMARY

You can change your password or security code by clicking on the Profile tab when you have logged in. Click next on the first screen then input your new password or security code. You will be prompted to repeat it to ensure there is not a mistake. Finally click on update.

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If you do not know or forget your password or security code, contact your sytem administrator.

If you input the wrong security details incorrectly three times when you are trying to log in, you will be locked out. Contact your system administrator to have the security details reset.

Overview

II Customer Services — Tue, 04 Aug 2009 15:18:39 GMT

SUMMARY

Instant Intelligence Archiving is an online document management and archiving system. It is used to store, manage and retrieve files and documents that have been uploaded from a computer or network, or scanned in using a scanner. The files are stored on our highly secure servers, and are backed up and monitored constantly. There is tight security on the system, so that only people with the correct authority can have access to your files or folders.

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Everything you need to do can be done through your internet browser (usually Internet Explorer), although we do have extra utilities that your system administrator may install to do specific additional tasks. We have tried to make the system as straightforward as possible – it works in a similar way to Windows; you have a number of filing cabinets, and in these are folders, which contain files. Also, like windows, folders can be sub-divided into more folders too.

When you click on a file, we show a picture of its contents on screen – that makes the system work very quickly. If you want to see the original file, you will need to download it back down to your computer.

How do I upload multiple files?

II Customer Services — Tue, 04 Aug 2009 15:07:27 GMT

SUMMARY

You can upload multiple files at a time through your web browser - click on the upload button and hold down shift and click on the files you want to upload.

If you need to upload large volumes, you may benefit from using the Folder Synchronisation utility. This is an application that is installed on a PC or server, and creates a replica of the online folder tree on your PC or server. You can then put new files or folders in the replica folders, and the new files or folders will be automatically uploaded to the corresponding folder on the online system.

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For further details, see the attached document.

To find out more about Folder Synchronisation, please contact your Instant Intelligence provider or account manager.

How do I connect a scanner?

II Customer Services — Tue, 04 Aug 2009 15:00:15 GMT

SUMMARY

You can scan directly into the Instant Intelligence web interface using any TWAIN scanner. Most scanners have TWAIN drivers with them - your scanner manufacturer's website is the best place to find out.

The first time you try to scan through Instant Intelligence, the system will need to install some components into your web browser to allow it to communicate with the scanner.

See the attached document for instructions.

Different types of User roles

II Customer Services — Tue, 04 Aug 2009 14:53:55 GMT

SUMMARY

There are several different roles that users can have within the system. They are: Standard user, cabinet maker, cabinet administrator, client administrator and site administrator.

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A standard user can navigate around the system, search, retrieve, upload, download, print scan, rename, delete, create and move files and folders. Some or all of these functions can be enabled or disabled on a cabinet or folder basis.

A cabinet maker can create new cabinets.

A cabinet administrator can manage the properties of a cabinet and its folders. Any standard user can be designated as a cabinet administrator - by default the creator of a cabinet is its sole administrator until they choose to change it.

A client administrator can access the Admin tab to manage users and groups within their client, and can allocate other users as client administrators or cabinet makers.

A site administrator can manage clients, create new clients, and manage users and groups within other clients. Only a site administrator can create or allocate other site administrators.

Can it be linked to my network login?

II Customer Services — Tue, 04 Aug 2009 14:38:40 GMT

SUMMARY

Because Instant Intelligence is provided as an online service, it is designed to run independently of your business network. Therefore, the system has to keep its own set of user accounts, passwords and permissions. Think of it this way - would you give your network administrator the keys to your confidential filing cabinet?

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Based on the same reasoning, Instant Intelligence requires individual named user accounts, rather than shared concurrent users - this is the only way to ensure true auditing and security.