Quillix Manual Indexing Instructions

Updated Instructions: Quillix Manual Indexing Instructions

  1. Open Quillix Capture in your browser (Chrome or Internet Explorer only - it will not work in Firefox):
    • Your campus email login and password will open the program.
  2. Sort your documents into into batches for scanning. Your first sort should be for barcoded documents separated from non-barcoded documents. Within each of those sorts, you should scan your one sided documents in one batch, any two sided documents in another batch, and any documents requiring color in its own batch. Note: You may want to sort by Year/Qtr, or by individual name, or by course name, document, etc.
  3. Load your documents into the scanner, with front side facing back, and top down. Note: The scanner works best with no more than 25-30 pages per batch.
  4. In the Capture program, click on the CAPTURE tab.  On the Capture screen, open the File folder icon:
  5. From the Source drop down menu, select KODAK Scanner i2000 (do not select WIA-KODAK i2400 Scanner). Make sure the box labeled “Display Scanner Settings Dialog” is unchecked.  (You would only check this box if you wanted to change from single sided to double sided copies, or switch from grey-scale to color). From the same dialog box, choose your repository from the Profile dropdown.
  6. The Batch Name will include your name, and start with your repository name which indicates it is a manually indexed batch.
  7. Click on Scan/Import. The pages in your scanner will be captured by the system.
  8. If you need to add more pages to this batch, click Append Files and scan additional pages. If you are done scanning for now, click Finished. Click the file folder again to scan a new batch.
  9. When you are ready to begin indexing the documents in a batch, check in the box next to your batch name, and click the check icon, and then Yes to Confirm Complete Case. At this point your batch becomes a case.
  10. There will be a short lag time. Click on the HOME tab and locate your repository (or queue) to see the cases waiting for indexing. Click on your repository name and a list of cases will display. Next to the case you are ready to index, click on the “I” icon.
  11. The Index screen will open automatically. Be sure the AL icon (Auto Load) is checked.  If you have multiple cases, this will load the next case into indexing automatically after you have released a case.
  12. Your Indexing page will have four panels and should look similar to the image below. The first page of a document is displayed to the far right, from which you can read the data from the form to fill in the index fields. Enter the SID and then hit the TAB key which should fill in additional student information. Continue entering the rest of the indexing fields and then click on the Create new document from current page icon . Multi page documents will need to be linked together on this screen. Individual pages will be listed under the Batch name in the far left panel.
  13. If your document is one page, you can now index additional documents until all unindexed pages (indicated with a red icon) are accounted for.  If your document has multiple pages, drag each additional page and drop on the newly created document. If all unindexed pages are part of the newly created document,  click on the Append all Unindexed Pages to the Selected Document icon before releasing.
  14. Repeat the process for each single or multi page document(s).
  15. When each document is indexed and pages connected, hit CompleteCase check icon  to release to the Content. Click Yes to Confirm Complete Case.
  16. Open Quillix Content by clicking on the icon on your desktop.
    * Your email name is your login, and your CEIPlus permanent password is your Quillix password.   Note: Characters are entered in all lower case.
  17. In QC, you can use the drop down next to the yellow lightning bolt to choose your query type to retrieve documents.  In the field boxes, enter the information on which you wish to search and click on the bolt.
    * *Note: You can use a % front of your search string as a wild card
  18. Your search results will appear in a list at the bottom of the screen.
  19. Find your document in the list and double click. The document will open in a new window with edit icons to the left.  The blue arrows at the top of the page will tab between pages if it is a multi-page document.  Index values can be edited in content, but document pages cannot be re-ordered here.  Use the edit icons to add comments, highlights, redactions, etc.
  20. If you need to attach additional pages to a document, select the document from the list and use the icon to select something saved on your desktop to attach to the selected document.
  21. If indexing is incorrect, or documents need to be deleted from Content, please fill out a Help Desk ticket, include the person’s name and SID, and be very specific about what needs to be changed or corrected.  IT will make the corrections.

Importing Documents

  1. Save a document as a pdf to your desktop.
    • Tip: It is a good idea to create a folder in Your Documents for saved items that you may want to retrieve for importing to Quillix.
  2. Click on the Capture Tab. On the Capture screen, click on the File Folder icon.
  3. From the Source drop down menu, select File Import:
  4. Click on Scan/Import. The folders from your desktop will appear. Find your saved document and click to it to import. It will appear as a new batch. Alternatively you can drag files from your desktop to the Drop Files Here box in the above image, however, you browser may not support this feature.
  5. Follow the steps in the Scanning portion of this manual to continue on to manually index your document and release to Quillix Content.