How to search and how to upload files into sentry file How to use Sentry File How to search and how to upload files into sentry file

Logging into Sentry File The URL for SentryFile is https://documents.brenau.edu The best browser to use for this site is Internet Explorer. Other browsers work with it but they may encounter some errors You log into SentryFile using your network username and password This is the same password you would use to log into your campus computer. Click the I agree radio button before typing your credentials

Logging in Via Sentry Satellite Once Sentry File Satellite is installed you can launch SentryFile from the Satellite. Use the arrow pointing up on the system tray to show hidden icons Right click on Satellite icon, then select launch SentryFile This will launch SentryFile in Internet Explorer (the default browser for SentryFile).

Changing your SentryFile Password Sentry File is network dependent so if you change your network password it requires that you log in to Sentry File using the new password you created. As with the previous slide, click on the arrow pointing up in your system tray, bottom right side of your screen, right click on the satellite icon Then click on Connection and modify your password and click ok.

Searching for documents in Cabinets In Sentry File you can see various cabinets depending on your access. To some you will have access to upload (write) documents To some you will only be able to read or view documents in the cabinet Quick Search is the easiest and fastest way to search It is best to search by student ID

Searching continued… When you do a quick search you can select one cabinet or various cabinets to search in. Just use the ctrl key and your mouse to select more than one cabinet or use select all if you want to search all cabinets. The results mode lets you view the results as records or a grid You can also enable PDF keyword highlighting on the document or match records with any of your keywords rather than the exact wording of your search

Advanced Searching… To search by specific index fields in a given cabinet you can do a more advanced search by selecting Index Search In the example to the left, I am searching the Registrar Student Files by Field names First & Last After selecting the criteria options click add criteria

Advanced Searching continued… The last step after adding your search criteria in Index Search is to click Run this Search Upon doing that you will see a list of documents in that cabinet or cabinets that match your search criteria This type of search is most useful if the student ID number is not known or you know what type of document you are looking for and don’t want to scroll past several to find it.

Advanced Search … Full Text Search Full text search lets you use keywords and phrases to narrow your search In this example documents would be filtered out by that student name and the word GPA from the cabinet highlighted See example search criteria to the left

Advanced Search … Browse Search Browse search allows you to search based on an index field that is unknown in chronological order For example you could sort and display files by Student ID starting from the lowest available ID number which would be no ID number to the highest ID number entered This is probably the least effective way to search

Uploading Documents In Sentry File there are several ways you can upload documents. Upload: Refers to uploading files that are on your local computer. Scan: Refers to scanning documents from a desktop scanner Inbox: Refers to uploading documents you’ve scanned from a Savin printer in your building into your Sentry Inbox All users with access to Sentry have an inbox located in the Documents2 server – the path is normall something like this: \\documents2\inbox\###-username for example mine would be \\documents2\inbox\8-cgeorge This path is added to a button on the Savin which lets you scan documents into your Inbox

Uploading continued - Upload The Upload option is for uploading documents from your local computer or storage location connected to your computer (i.e. flash drive or shared drived) This mean the document is already saved as a PDF somewhere on your computer/shared drive and is ready to be uploaded and indexed You would click browse in step 1 to locate the file on your computer Step 2 allows you to preview the file Step 3 allows you to choose the cabinet where you plan to upload the file. (you will only be able to see in this area cabinets for which you have write/upload access) Step 4 uploads the document and continues on to the indexing steps You may get the message below to allow an add-on to be installed for the preview option. Click install (or put in a ticket if it requires admin privileges)

Uploading continued … Upload Each cabinet in the system has a series of index fields that correspond with the type of documents that will be uploaded. In the example to the left we have a document being uploaded to the Nursing Student Files cabinet The fields in this cabinet are all required and the last field is a look up field to tag the document with a document type Click Save Index when done and the file is indexed and the upload is complete.

Uploading continued … Scan to inbox Scanning from a SAVIN printer requires that a button mapped to your Sentry Inbox be added to that Savin multi-function printer. Select the scanner option on the Savin Next select the folder option Last select your programmed button so it sends scan to your folder and press the green button to copy/scan. The scanned document will be given a random pdf name and be put in your Sentry Inbox

Uploading Continued … Scan to inbox Once the file is scanned at the Savin printer it will appear in your inbox in Sentry See example to left On the far right opposite the file name you will see the option to file the document

Uploading continued … Scan to Inbox After clicking File Document you will get the interface to select the cabinet destination and a document preview as shown. Click upload and continue The rest of the steps include adding indexing information as with the prior example In this view you will see Save Index, Begin OCR and Save Index – both work the same way and we have an OCR engine running periodically to OCR the PDF documents OCR stand for Object Character Recognition and works with PDF documents. The system is able to read legible handwriting and type written words and allow them to be used in your search criteria when searching for documents with specific words in them not just indexed fields.

Printing to SentryFile w/ Satellite/Driver You can print directly to SentryFile Using this method will convert anything you print directly into a PDF and allow you to upload to your cabinet If you want to print contents of an email click on the print icon in Google Mail then in print preview change the printer as shown to the left You might see the print preview interface one of two ways depending on if you are in Google Chrome or Internet Explorer You can select the printer SentryFile and preference in Internet Explorer as shown in the image furthest left. To change the print drive in Chrome click change button and select SentryFile Click print Internet Explorer

Printing to SentryFile w/ Satellite/Driver When you click print the SentryFile Satellite will launch the options to select the cabinet where you want to upload and index the document you just printed. Select the cabinet and click file document Note: SentryFile will name your document that you printed to Sentryfile a PDF name it creates. Does not let you rename the PDF. When you click file document you will get the options to index the document / click save index to complete.

Thank you… That covers the various ways to search and upload documents I did not cover scanning from the desktop scanner option because most people won’t be using that feature. If you need assistance please submit at ticket to the help desk at helpdesk@brenau.edu