About

ILINX Flex, a key component of the ILINX ECM Platform, enables you to easily capture accurate information from a desktop, laptop, tablet or smart phone.

This guide contains information on how to configure the ILINX Flex, Administrator tools and options.

Note: This guide assumes that installation of the ILINX Capture product has taken place.  For complete installation documentation, please see the ILINX Installation Guide.

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Configuring ILINX Flex

See the ILINX Installation Guide for installation information and configurations. ILINX Flex utilizes configurations from ILINX Content Store, ILINX Capture, and ILINX eForms. Each of these products may be configured to be used in ILINX Flex according to the license assigned.

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Accessing

In addition to the primary ILINX Content Store client application, you can also access the product’s end user capabilities from the ILINX Flex client application. The simplicity of this client application makes it perfectly suited for ad-hoc or casual users.

The simplicity of this client application makes it perfectly suited for ad-hoc or casual users.

Note: The ILINX Flex Client is installed separately from other ILINX products. The Flex Client includes built-in support for viewing PDF documents. In order to view other document formats, such as TIFF and MS Office documents, you will also need to purchase and install the Flex Viewer module. Please contact your ImageSource representative for more information.

The ILINX Flex client application delivers many of the same capabilities as the primary client including:

> Global and advanced searching

> Full document management operations

> Document operations such as viewing, emailing, printing, and downloading.

To access the ILINX Flex client application, perform the following steps:

Note: This client application supports a wide variety of web browsers running on either Windows or Mac, including Mozilla Firefox, Google Chrome, and Microsoft Internet Explorer.

Step 1: From an Internet browser window, enter the ILINX Flex client URL.

http://[ServerName]/ILINXFlex 

The URL is not case-sensitive.

Step 2: Enter a valid user name and password.

The User name is not case-sensitive.

The Password is case-sensitive.

Step 3: Click on the Sign in button.

Step 4: Once logged in, you will see two tabs; Applications & eForms. By default Applications is selected and you will see a list of the ILINX Content Store Applications that you have permissions to. Clicking on the eForms tab will open a list of the ILINX eForms that you have permissions to.

Step 5: Click one of the applications to see a list of documents within the application OR select one of the eForms to view the form.

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System Tabs

ILINX Content Store

Upon logging into the ILINX Flex client, you are given the list of Applications and Views that have been created within the ILINX Content Store server. All configurations and permissions are made in ILINX Content Store. From the ILINX Flex client, you can perform a global search, advanced search, or simply browse through the Applications or Views list. When you click on an Application, an initial set of documents within the Application are displayed.

Note: Applications cannot be created from within the ILINX Flex client, this function can only be performed using ILINX Content Store.

Adding a New Document

ILINX Flex allows you to directly upload new documents into an Application. In order to accomplish this, follow the steps below:

Step 1: Click the New button at the top right corner of the ILINX Flex Application page.

Step 2: When the dropdown menu appears, select Document.

Step 3: In the document selection window, choose the Application you would like the new document to be uploaded to.

Step 4: Select the file you would like to upload.

Step 5: Enter the appropriate index field information and click the OK button to add the new document.

Using Global Search

The global search feature is used to search for documents across all Applications. The text entered will search all index fields and will return any document found with that value in any index field based on the permissions of the user. This search assumes a “contains” operator.

Leaving this field empty and clicking on the Run Search (magnifying glass) button will run an unabated search of all Applications the user has permissions to. Furthermore, the number of documents returned is dependent on settings configured by the Administrator. The most recently modified documents, using the Last Modified Date value, will be returned first.

Using Advanced Search

Advanced search gives the user an opportunity to enter index field values for searching within a specific Application or View. To include additional search conditions, click on the Click here to add new condition button. To remove an added condition, right-click on any part of the condition line and select Remove this condition. Any added condition is only available for the life of the current window.

System values are designated in the drop-down list by surrounding brackets [ ].To run an unabated search of a particular Application, double-click on the Application’s name; be sure that all index field values are null. An initial set of documents will be returned. You may also use the Reset all search fields link to return the Advanced Search to default settings.

Interacting with Documents

ILINX Flex gives the user a number of document management options. You can access these options by right-clicking on a document in the results list.

> Open – Allows you to open the document to view. This option does not check out or permanently edit the content, but allows the document to be opened. If the ILINX Content Store system has been configured with the optional document rendering module, the selected document will be presented in a new browser tab. If the system is not configured with the document rendering module, the user will be prompted to launch or download the selected document.

> Check out – Using the same checkout functionality used in ILINX Content Store, checkout allows the document in the application to be checked out for updating or editing. At any time, you can right-click a checked out document from the ILINX Flex Application page and discard the checkout. This will revert the document to its original state before being checked out.

> Download – Allows you to download a document to a desired location. This can be useful for traveling needs where you do not have access to either the ILINX Content Store server or to the internet.

> Update Index Fields – This feature allows you to modify the index field values for one or more documents.

> Delete – This option permanently deletes the document from the Application.

Comments Thread

When viewing a document, a Comments thread generates a discussion pertaining to the document. The administrator sets the permission for a group to view and/or add to discussions.

> A comment entry can have up to 1,000 characters per entry. A visual of number of characters will appear next to the discussion box as text is entered.

> The Comments area can be collapsed/expanded by the user as desired.

> Choose to sort comment entries by most recent or oldest.

> When a comment is added to a thread, the user’s name and the date entered are attached.

> Once saved, a comment cannot be removed, and previously entered comments cannot be modified.

Document Versioning

ILINX Content Store Flex allows you to directly check out documents from applications from your ILINX Content Store host server. The documents are saved to your hard drive, where they can be edited, and then checked back into ILINX Content Store. Previous versions of a given document can be restored (prompted to the current version), and document check outs can be discarded (if editing is not needed, accidental opening of the wrong document, etc.).

This check in/check out system allows for streamlined development of documents. Checking out a document also gives the user the ability to work on documentation without connecting to the network.

Checking Out a Document

Step 1: Search for the desired document in the correct application.

Step 2: Select the document(s) you wish to check out. Multiple documents may be checked out at the same time.

Step 3: Right-click to open the context menu. Select Checkout.

Step 4: Select your desired location to download the document.

> The document is downloaded to the computer hard-drive. It can be accessed directly from your computer without logging in to ILINX Content Store or ILINX Content Store Flex.

Checking In a Document

Checking in a document will save the edited document as a new version.

Step 1: Log in to the ILINX Flex profile that checked out the document.

> For your convenience, you can click Applications to open a drop down menu, and click on Checked out to me to view all documents you have checked out.

Step 2: Select the document you would like to check in; right-click to bring up the contextual menu, then select Check in. This opens the check in menu, detailing the document version, as well as other fields that must be filled before submittal.

Step 3: Before checking the document in, you must specify the sort of changes you made to the document: Major or Minor.

Step 4: Before checking the document in, you must make a comment concerning the status of the document; what you changed, the state of the document, etc. If left empty, a permanent red asterisk and red box will appear around the Comment section.

Step 5: With all fields completed, select “Check in” to submit the document to the ILINX Flex Application.

eForms

The next tab available in the ILINX Flex client is eForms. The list of forms displayed have been configured in ILINX Capture eForms and permissions have been assigned to the logged in user. No configurations can be made within the ILINX Flex client. Once a completed form is submitted, it will continue processing through ILINX Capture workflow.

Assigned Views

Note: Only Views that are have eForms associated within ILINX Capture will be displayed.

The final tab available in the ILINX Flex client is Assigned views. When this tab is selected, a list of ILINX Capture Views that have been configured and permissions assigned is available in a dropdown under View profile.

The next area in the panel is the View parameters. These parameters are based on the configurations and settings when creating the View. If the View parameters are available, they may be used to narrow the batches that are returned in the bottom section of the panel.

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URL Settings Flex

Using the URL Tools

You can invoke content searches and display the results within the ILINX Flex Client using basic URL structure. These URLs can be invoked by many line-of-business systems, such as Salesforce.com and Oracle PeopleSoft, to deliver contextual content to the user without leaving the line-of-business system. This is achieved by formulating and launching a Flex client URL with the desired ILINX Content Store application and search criteria, usually extracted from the line-of-business system.

To create a basic URL:

Step 1: Start with this template URL:

http://[ServerName]/ilinxflex/main/advancesearch/[ApplicationNumber]?mode=advsearch&[IndexFieldName]=[IndexFieldValue]

Step 2: Fill in the values in bold with the values you wish to use for your search criteria.

> MyServerName: The name of your sever on which ILINX Content Store resides.

> ApplicationNumber: The number of the application you wish to search against. Your administrator can find this number in your ILINX Content Store database.

> IndexFieldName: This is the name of the document index field you are searching. You can add as many index fields to your search as you wish, connecting them with previous index field searches with an ampersand (&).

> IndexFieldValue: This is the value of the index field you specified above for which you want to search.

Step 3: To test your URL, paste it into your browser. Below is an example using the default Sample Application:

http://[ServerName]/ilinxflex/main/advancesearch/1?mode=advsearch&Document Name=ILINX Logo

Additional Parameters

Below is a list of parameters that may also be used to create unique URLs to open documents

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Permissions

All permissions for ILINX Flex are inherited based on the administrative permission configurations within ILINX Capture, ILINX Content Store, and ILINX eForms. For configuration details, please refer to the Administrators guide for the desired product.

ILINX Capture Administrators Guide Permissions

ILINX Content Store Administrators Guide Permissions

ILINX eForms Permissions

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Other Options

Global Search Visibility

The Global search functionality may be configured to be hidden or visible to users within the client interface. This option is configured “False” by default. To configure the Global Search to be hidden:

Step 1: Open the ILINX Content Store database.

Step 2: Modify the ‘ICS_AppSettings’ table.

Step 3: Set the ‘GlobalSearchIsNotVisible’ key to “True”.

Step 4: Save the changes.

Step 5: The clients must be restarted to view the changes made.