Searching for Documents
Unlike searches for folders and registers, queries for documents may be carried out with multiple search forms (see 'Combined Queries').
Before starting the query, you can calculate the number of hits via the context menu of the search form which allows you to determine if your search criteria are precise enough to limit the size of the hit list.
You can sort the hit list.
You can define which fields of the data sheet will be used as list columns.
Folder Types and Document Types
Documents are always located in a folder. If you want to search for a document, you will need to open the folder type in which the document is located in the object search. You cannot run a document query across multiple folder types.
Documents always have a document type. When running a document query, you will also need to select a document type in the object search form.

- Open the object search.
- Open a folder type in the object search.
- Double-click a document type.
The search form for the document type will now open.
- Fill out the search form.
- Click Start search or press Enter.
The document hit list will now open.
The INDEX DATA ribbon tab contains the following functions:

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Add Search forms can be combined (see 'Combined Queries'). |
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Remove After combining search forms, you can remove the search form from the top tab. |

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Run Starts the search. |
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Calculate number Display the number of hits which match your search criteria. |
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Save Stores the search form or the combined search forms as a query (see 'Saved Searches'). |
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Subscribe Subscribes to a query (see 'Subscribing to Queries'). |
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Reset All entries in the fields on the top tab will be deleted. |

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Expert mode Opens the search form in expert mode, where you can create logical conditions used to query the index data of fields (see 'Queries in Expert Mode'). |
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Variables Starts the process for saving a query as a 'Query with variables' (see 'Saving Queries with Variables'). |
If you choose the Folder list option in the Query behavior area (see ''Query Behavior' Area'), you will be shown a list of folders in which the queried documents are found. If you select the Register list option, you will receive a list of registers in which the queried documents can be found.
Full-Text Document Types
The search form of document types for which full-text indexing has been configured contains an additional area for full-text queries.
In the 'Full text' area, you can enter the terms to be searched for in the full-text index. You can combine terms logically and use placeholders (see 'Full-Text Searches – Combinations and Placeholders').
Click the Help button in the Full text area to read a description of how to combine search terms with placeholders. |
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Queries using index data and queries using the full-text index are combined using the logical AND.
Based on the configuration, the full-text index contains all terms from the documents' content, all terms from the index data, or both.
Document Hit List
The document hit list will open in the results window.
Separators can be hidden/shown in the 'Result window' area on the 'Settings' dialog. The number of selected hits and the total number of hits are displayed in the status bar. On the right area, there is a button you can use to save the position of the window in the dialog view.

The documents returned by the search are listed. You can switch between the report and quicklook views by clicking the appropriate button on the status bar.
In the report view, you can select columns from the fields of the document index data form, the folder index data form, and the basic parameters. You can use the mouse to change the width of a column and sort the results (see 'Settings for the Hit List').

You can group the hit list (see 'Grouping Hit Lists').
The documents in the hit list may be flagged with the following archiving icons:
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The document is approved for archiving and will be archived in an audit-proof manner during the next archiving run. |
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The document is archived in an audit-proof manner. |
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The document is not approved for archiving and will not be archived on an audit-proof basis during the next archiving run. |
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The document has no pages; only the index data exists. |
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Here, the document is managed as a cross-type reference document. It can be opened, but only edited at its original location. |
The documents can additionally be flagged with an icon indicating their access status:
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The document is being edited by another user. You can only open a copy of this document. |
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The document is edited by you. You will need to check in W-Documents again. Other document types are automatically checked in after being filed. |
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The document has been loaned out. You can only open a copy of this document. Documents can be loaned out and returned by external programs. Until they have been returned, they can be opened in enaio® but not edited. |
The signature status can be indicated as follows:
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The current version of the document is signed. |
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An earlier version of the document is signed. |
W-Documents can additionally be shown with the following icon:
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There are several variants of this document (see 'Variants of Windows Documents'). |
The functions available on the HIT ribbon tab and in the context menu are the same as those in the folder hit lit (see 'Folder Hit List').
Document Display Window
If you open an image document from a hit list or folder window by pressing the Open button or by double-clicking the document, it will be opened in the document display window.
W-Documents will open in the assigned W-application, e-mail messages in an e-mail window (see 'Editing E-Mails'), and video files in a video window in which they can be played back (see 'Editing Video Documents'). XML documents are displayed in a browser window; with container documents you decide whether the container opens or the content is extracted (see 'Editing Container Documents').
If the document contains no pages, the data sheet will open with the index data.
Both you and the administrator can configure a confirmation dialog to appear before opening large documents (see ''Confirm' Area').
You can use the mouse to change the size and position of the document display window.
OBJECT and IMAGE VIEW tabs
There are two ribbon tabs available for an open image document: OBJECT and IMAGE VIEW.
On the OBJECT ribbon tab, you will find all the features that are also available for folders (see 'Folder Hit List').
On the IMAGE VIEW ribbon tab, you will find all the functions that are relevant for displaying images, and you can define the basic settings for the document display window. A separate set of basic settings is saved for each document type.

- Open an image document in the document display window.
- Select Settings on the IMAGE VIEW ribbon tab.
The 'Basic settings' window will now open.
In the Image size area, you can enter the size of the display window in relation to the size of the program window.
From the View list, you can select the document size.
For the black-and-white document type, you can choose Grayscale. Images will then be displayed smoothly using grayscale.
If you have chosen a value (in percent) in the View field, you can tick the Always adapt checkbox to fit the display window size to the selected view size. In Dock mode, the size settings for a page are maintained during browsing.
Use Ctrl+Scroll wheel to zoom in and out of the displayed document.
You can select 'Always show page preview' and specify the preview quality and size.
In the Display mode area, select one of the mouse functions. You can use the 'Move' option to move a section of the document in the display window with the mouse and the 'Zoom' option to select a rectangular section of the document with the mouse and zoom in on it.
If Cross-document is enabled, you can use the Browse button to go from the last page of a document to the first page of the next image document.
In the Scrolling sensitivity area, specify the number of pixels by which an image is moved when you turn the scroll wheel of the mouse one notch. - Click Apply to save the basic settings.
Every document of the same type will be shown accordingly in the display window.
The document display window offers different display options, depending on the assigned module.
The IMAGE VIEW ribbon tab contains the following buttons:

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Previous Scrolls to the previous page in the image document. |
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Next Scrolls to the next page in the image document. |
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First Scrolls to the first page of a multiple-page document. If you selected Cross-document in the basic settings, you can scroll from the first page of a document to the last page of the previous document in a hit list. |
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Last Scrolls to the last page of a multiple-page document. If you selected Cross-document in the basic settings, you can scroll from the last page of a document to the first page of the next document in the hit list. |
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Go to... Select a page in the displayed list (in a multi-page document). |
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Export Exports the index data (see 'Exporting Index Data'). |
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Send as e-mail Allows you to send the current page or several pages in the original format or as a PDF. If you send several pages, you can specify the range of pages to be sent.
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Text recognition You can choose whether the current page or the entire document is sent to the optical character recognition system. |

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Rotate clockwise Rotates the displayed document page 90°. |
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Rotate counterclockwise Rotates the displayed document page 90°. |
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Invert This button inverts the image colors. |
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Contrast The contrast of the image can be adjusted using a slider or by entering a value (in %). |
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Brightness The brightness of the image can be adjusted using a slider or by entering a value (in %). |
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Gamma correction Gamma correction allows you to correct errors caused by the on-screen display of images. Gamma correction entails adjusting the brightness, though this is not linear as it would be if you were using the Brightness option. |
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Conversion to grayscale Color images can be displayed as grayscale images. The color depth of the image and the display settings of your computer affect the number of gray tones used. |
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Contrast histogram The contrast histogram option lets you adjust the contrast of the image. The contrast is changed based not on the median brightness (i.e., 127 for a 256 color image) but on a value automatically determined from the image data. Use a slider or enter a value (in %) to select the amount by which you want to adjust the contrast levels. |
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Change histogram This is another option you can use to modify the contrast levels. As in the contrast histogram option, a median value is automatically calculated. The amount by which the contrast levels are adjusted is also automatically calculated and is not linear; it instead takes into account the distribution of values in the image. |
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Dock If you rotate or enlarge a page of the document, all other pages will be displayed similarly. |

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Zoom in Zooms into the view in the display window. |
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Zoom out Zooms out of the view in the display window. |
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Window width Adjusts the size of the page view to the width of the display window. |
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Fit Fits the page into the display window. |

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Select Press and hold the mouse button down to select an image area which can be copied to the clipboard using Ctrl+C. The select, zoom, and move modes can only be activated one at a time. |
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Zoom in You can use your mouse to drag a rectangle and enlarge the content of this section to the size of the window. |
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Move Press and hold the mouse button to move the document within the window. |
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Recognize Activates OCR mode (see 'Optical Character Recognition'). |

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Annotations Opens the document's annotation window. Here, you can create, modify, show, hide, and delete layers (see 'Annotations on Layers'). |
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Pages The page preview contains thumbnail images of the document pages on the left of the document display window. |
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Overview In the outline window you will see a thumbnail image of the corresponding document (or the corresponding page in case of multi-page documents) and a frame around a specific part of the document in the view window. If the frame does not contain the entire document or page, you can use the cursor to enlarge the size of the frame just like you would in move mode. The display will be adjusted accordingly. |
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Animate The images of the document are displayed one after the other. |
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Properties Opens a list containing information about the displayed document, for example, the file size and compression method. |
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Settings Allows you to specify the basic settings for the document display window. |
The optimized context menu only contains the most frequently used functions. If you do not use optimized menus, more features from the ribbon tab will be displayed in the context menu (see ''Workspace' Area').
Most features can also be accessed using shortcut keys (see 'Key assignment for image view:').
A license key is required to use the features. If you cannot access a feature, please contact your administrator.
Optical Character Recognition
If optical character recognition is installed on enaio® server, the following editing options will be available:
- document recognition
- page recognition
- recognize parts of the current page.
The entire document, the current page, or the parts of the page are sent to the optical character recognition system. You can specify character recognition languages in the 'Settings' dialog (see ''Zonal OCR' Area'). The identified text is copied to the clipboard. You can paste the text from the clipboard to any location using Ctrl+V.
If you selected Open index data after OCR under Settings (see 'General'), the data sheet will open when OCR is completed. You can paste the content of the clipboard into an index data field.
You can use the options available in the context menu to transfer the document or the active page to the optical character recognition system. Press and hold Ctrl+Shift to change the language settings for the active OCR operation.
Activate OCR mode to recognize a part of the active page:
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Click Recognize.
Press Ctrl+Shift to change the language settings for the current clip recognition operation. - Hold the mouse button down and draw a rectangle with the over the area you want to select.
The selected area will be transferred to the optical character recognition system that copies the text to the clipboard.
Displaying XML Documents
XML documents are generated via data import. You are only allowed to edit the index data.
The administrator assigns one or more style sheets to each XML document type.
If you open an XML document, the document will be shown with the preset style sheet.
You can choose a different style sheet from the list of assigned style sheets on the XML Document ribbon tab.
Press Select style sheet in the file selection dialog to choose a style sheet for display.
Use the arrow buttons to open a document which is located before or behind the displayed document in the folder window or hit list.