Annotate a Document
Annotation is the process of placing additional text on a document. Some documents
may need to be marked with text that it was received on a certain
date and time, while other documents may need to be marked with unique tracking
numbers.
Create an Annotation Process
- Annotations are created as part of the Image Processing feature
of DocuBreeze. To create an image process, click on PROCESS
> IMAGE PROCESSING > NEW.
- This brings you to the Image Process screen.
- Enter a Name and meaningful Description.
- Click on the Annotate tab.
- Mark the Annotate checkbox to enable annotation for the image process.
- Mark the second checkbox, Make annotation searchable. While
this is not required, it does make it possible for you to use File Search
to locate a file based on the Annotation.
- The Annotate section consists of 5 sub-tabs to make creating annotations
easier.
- The first tab lets you select the Font to use for the annotation.
- Select the Font, Font Size and Color for the annotation text
based on the output format desired.
- The text string printed on the document(s) is a combiination of three sections,
Prefix, Body and Suffix.
- The second tab defines the Annotation Prefix. Mark the Enable
Annotation Prefix checkbox to have a prefix in your annotation. You
can use Text, a Numeric Sequence or both.
- To place words at the beginning of the annotation, mark the Text
checkbox and enter a Tracking Number in the text field.
- To create an actual tracking number, mark the Numeric Sequence
checkbox and provide minimum and maximum numeric values.
- Optionally, you could make the number come before the text by selecting
the appropriate Order radio button. For this example, leave
it as Text + Sequence.
- The third tab, Annotation Body, lets you define the body of the
annotation. Mark the Enable Annotation Body checkbox to use
this section. You have the option to enter your own text, let DocuBreeze
place automatic data, or a combination of both.
- To place your own static (unchanging) text as the middle of the annotation,
type the text into the Text area.
- Additional Annotations can be added by DocuBreeze
after the text you entered. These are dynamic fields and reflect current system
or document information. For example, checking Annotation Date and
Annotation Time will enter the exact date and time the process
is run into the annotation.
- The fourth tab, Annotation Suffix, completes the annotation text.
Mark the Enable Annotation Suffix check box to use this section.
As with the prefix, you can use Text, a Numeric Sequence or both
as the annotation suffix.
- To place the letters KMBS at the end of the annotation, mark the
Text checkbox and enter KMBS in the text field.
- Optionally, you can enter another numeric sequence, but since the prefix
has one, leave the Numeric Sequence disabled.
- The Location tab completes the final details of the annotation.
- The annotation can be printed in one of nine (9) locations on the resulting
page. In the Location section, select the radio button that corresponds
to where you want the annotation printed.
- The annotation can be printed on every page of the document or just on
the first page. Mark your preferred option.
- Finally, a summary of the selections made for the annotation are shown.
This gives you an idea of the completed annotation.
- Click SAVE to save your new process.
Apply the Annotation
- The annotation is applied during a Task or QuickTask, by selecting a Process
Type of <Image Process>. (The process you just created will
be available in the Process list. )
- For more information, refer to creating Tasks
and QuickTasks.
IMPORTANT: Please note that if Annotate
or Split Image Processes are enabled, ALL TIF files will automatically be converted
to PDF format.