DB Distributor Image Library

Image Library

DB/d Image Library was designed as a digital filing system to cut down on the amount of physical paper filing. This system gives you the ability to digitally file nearly all your important documents. The Image Library provides the following advantages over a traditional filing system:

Provides access to all your documents in one place
Ability for multiple employees to access a file at the same time
Ability to retrieve any needed document without leaving your PC
Ability to access files even when you are away from the office
E-mail any of your documents at any time

DB Distributor will automatically image and index the following images:

Accounts Checks
Accounts Receivable Invoices
Packing Lists
Purchase Orders
Reorder Notices
Summary Bill
All system-generated audit reports/journals

DB Distributor will allow you to scan the following image types:

Form Proof Copy
Form Sample
Item Image
Job Note
Receiving Document
Vendor Acknowledgement
Vendor Invoice
Vendor Note
Completed Warehouse Receiving report
Customer Check
Customer Logo
Customer Note
Customer PO
Customer Signed Delivery Ticket
Customer Tax Exempt Certificate
Form Sample
Form Proof Copy
Item Image

Parameters

DB Distributor Optional Modules > Image Library > Setup > Parameters

For each image type, there are certain configurations that can be set as follows:

Format images can be stored as: PDF, JPG, PNG, BMP, GIF, or TIF (Typically PDF)
Current Directory – Indicates directory where images are stored. Recommend updating the folder at the beginning of each new year.
Access Level – For additional security, can assign access levels – rarely used.
Only Save Latest – Check this box if only the latest version of the document should be kept. For example, if a Purchase Order is reprinted, leave box unchecked to see both in the Image Library, or only the latest? This can help with tracking changes.
Add Format Code – not used
Scanner Options – not used
Version Label - Enter in up to three version labels. Rarely used. Most companies opt to set the Image Label Description in the Electronic Forms Delivery Options.

Put Images into Image Library

DB Distributor Optional Modules > Image Library > Processing > Put Images into Image Library

This panel allows a user to take images/files not generated by DB/d and integrate them into the Image Library. Using the Change Directory button, select a directory to import all image files within that directory. Typically, when scanning images in, set this to the directory that the scanner will import the images.

Once a directory of images has been selected, begin indexing. Click The Next Image button to populate the image in the bottom half of the panel. Select the appropriate Image Type from the drop-down list. Once the image type is selected, enter the information needed to properly index that image type. For example, chose a Customer Signed Delivery Ticket, then enter the order number.

After the required information, then press the Add Image or Add Image & Keep button. The Add Image button will add the image to the Image Library and delete the image file from the directory. The Add Image & Keep button will add the image to the Image Library and leave the original image file in its current directory as well. There is also a Delete Image button that can delete an image from the directory without indexing it into the Image Library. This could be used if a multi-page document was scanned, but do not need to image all of the pages.

Use the Previous Image and Next Image buttons to browse through the images in the current directory. There is an Images To Do counter that tracks the remaining number of images in the current directory to be indexed. When finished adding the images, Click Exit.

View Audit Reports

DB Distributor Optional Modules > Image Library > View > View Audit Reports

This panel allows you to search for audit reports that have been updated on the system. Use the drop down to select the type of audit report desired. Enter in a starting and ending audit control number range, along with a date range. The results will then display. Click View to bring up the desired report.

View Library Images

DB Distributor Optional Modules > Image Library > View > View Library Images

This panel allows you to search for specific image types. Use the drop down to select the desired Image Type. Then enter specific information to find that image. For example, if looking for an order, enter the order number.

This will display the associated images available, click View to bring up a copy of the image.