Solutions for managing knowledge as content & print

Key info for users and decision makers for Xerox DocuShare and ABBYY recognition products.


DocuShare advanced query syntax

DocuShare's accuracy and relevance are very good, but you can make it even better.  You can use advanced search syntax to arrive at more accurate and relevant results.  The idea is to find exactly the one or few documents you need, not list hundreds of them to skim for content.
Proximity searches help by making sure the words you're looking for are near one another rather than at opposite ends of a fifty page document:
Find "document" within five words of "management":    document+NEAR5+management
Find "document" within the same sentence as "management":    document+SENTENCE+management
Find "document" and "management" within the same sentence and within three words of one another:     document+SENTENCE3+management
Find "document" and "management" within the same paragraph:     document+PARAGRAPH+management
It's not that hard to remember.  You can use quotes for phrases and parenthesis to group words and phrases, but that may be more than you'll ever need.  For more information and a complete list of operators, see:

Refining your search accuracy within DocuShare using advance query syntax.pdf

The first PC and its human-computer interface

I joined Xerox just before they announced the Xerox Star and Ethernet LANs and WANs.  It was a great time to be working for Xerox and to be an Office Systems Analyst who worked with this system more than anyone else in the office.  I decided to use them for nearly all my work after a while; I'd also been using Xerox 820 PCs (CPM based) and Xerox 860s (the industry leading full screen word processor at the time).  They later came out with the Xerox 6085 Workstation that had improved hardware and software and networking capabilities.  It had so many capabilities that just blew away what was possible using Apple Lisas and Macintoshes and their pathetic little network that it was mind-boggling.  However, each workstation cost about as much as a Cadillac.  Apple was very smart in making their units small, affordable, and kind of sexy and that was enough to help them gain more and more marketshare.  Xerox never embraced the developer marketplace like Microsoft did for their Windows platform which didn't even have a desktop metaphor until 15 years later.  The Star was introduced in 1981 and Windows 95 didn't come out until 1996.  Following is an article I happened upon last week that stirred me up about this.
The first PC and its human-computer interface by Gregory Pings, April 28, 2016

The DigiBarn is a museum of sorts that has a page on Xerox' early workstations including the Alto from the 1970s.
I never had a chance to use one, but the Alto is what got Steve Jobs excited about the graphical interface.  He completely overlooked object oriented programming and networking.  I've wondered where we would be in computing today if Xerox had been as aggressive about promoting, partnering, and selling the office of the future and we'd benefitted more directly from the efforts of the Palo Alto Research Center.  I was told decades ago that "Your strengths will be your undoing long before your weaknesses will."  Xerox' strength in copiers got in the way of their being the premier computing company for the next few decades.  Xerox had a fear in the 1970s that people would stop printing and copying and just look at everything on computer screens.  They didn't worry enough.


DocuShare upgrade helper

It pays to listen to our customers.  We've partnered with Vision Solutions so that we can better assist customers with their upgrades, repository moves, and disaster recovery efforts.  Their Double-Take line of products provide us with an affordable way to provide you with synchronization solutions.  This often comes into play when one's DocuShare repository outgrows the server it's on and they decide to move it to another larger volume, typically a NAS or SAN that's easy to monitor and provides more redundancy and better backups.  Copying a large set of documents can be the slowest part of an upgrade and has caused us to have to wait a couple of days or so for the copy to finish.  That means you're working and monitoring the process over the weekend in hopes to having everything connected by Monday morning.  It also means placing DocuShare in read-only mode so that additions and changes don't cause you to have to patch those documents over afterwards.  Double-Take Move makes this easier by letting you start the copy process a week in advance of the upgrade so that's everything's one-way sync'd over to the new volume by the time of the upgrade.  You end up saving time and money.

In addition to Double-Take Move, you may be interested in:
Double-Take DR   
Double-Take SQLMove
Double-Take Cloud Migration Center
Double-Take Availability
Double-Take Availability for V-Sphere
Double-Take Availability for Hyper-V

We anticipate a lot of customers will be benefiting from using Double-Take Move during upgrades.  We can set it up for you and help you with some or all of the other aspects of a successful DocuShare move or upgrade.


Wouldn't it be great if you could just have the company mailroom open and scan the documents and letters than come in and let computers sort out the filing and distribution to people throughout your office and into their remote offices and while they're traveling?  It's possible.  ABBYY is releasing their new system which comes as an add-on module that will enable you to do just that with a little help from your document management system.  Rather than email all these documents, file them and let DocuShare notify the users and groups that they have new mail and let them access their mail and documents via the embedded link DocuShare emails to them.  Email attachments are insecure and add to your overall network traffic.  Your users can access their mail through PCs, Macs, tablets, and phones wherever they are.  They can easily copy, move, and share mailed documents with others without dragging them around the network.

FlexiCapture for Mailrooms analyzes, classifies, categorizes, and queues documents for accurate capture.  You can then export your documents and data for automated filing when coupled with our versatile DAVupDoc upload tool so that documents are filed where they belong with a proper title, metadata, and predetermined permissions.  The standard DocuShare notification and subscription features will send email and could trigger a document routing process for some.  The Content Rules feature, native in DocuShare Enterprise and available for the DocuShare Standard offering, can trigger more articulate business processes.  The Lifecycle Manager can virtually shred your uninteresting mail after it's been ignored for a period of time.

This is new, so we'll look to offer a webinar on this soon.  If you're interested now, please contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..

ABBYY FlexiCapture for Mailrooms


DocuShare Drive 1.5 Survives an upgrade to Windows 10

Having just upgraded one of our PCs from Windows 7 I had to know whether DocuShare Drive would still work.  It does, but you need to unmap your server first and then remap it.  If you've mapped collections you may need to remap them, too.  I'd browsed around, downloaded a file to the desktop, dragged it back over the original in DocuShare, and checked it in as a new version.  That's hardly extensive testing, but very promising.


Windows 10 may be a good reason to upgrade to DocuShare 7

I'm not sure why, but Xerox still hasn't updated DocuShare Drive for use with Windows 10.  A lot of us had upgraded to Windows 10 while it was still free to do so.  If you've been using either the DocuShare Windows Client for Windows XP and 7 or DocuShare Drive for Windows 7 pr 8, then you'll likely miss them when they go away upon upgrading to Windows 10.  This is somewhat addressed DocuShare 7's new drag 'n drop interface built into the browser.  You can upload hundreds of files of any type by dragging them onto the browser for your open collection.  This really works very well and gives you the option of specifying object types (document, invoice, etc.) and applying metadata to your properties.  You cannot, however, drag a folder full of documents.  You also cannot drag files or folders to your desktop from DocuShare.


DocuShare Trashcans and Backups

People generally assume that when you set up the DocuShare trashcan properties that documents and other content are deleted automatically.  No, it just marks older content as expired.

In my case for our demo server, 527 items were reported in the Admin Home > Content Management > Trashcan > Trashcan Properties, but that actually relates to 1252 objects, as it showed for me today.  For every document there may be additional versions and renditions to account for that along with collections with their contents.

cd \Xerox\Docushare\bin
dstrashcan -f  "C:\Xerox\Maintenance\Trashcan contents deleted %date:~-4,4%-%date:~-10,2%-%date:~-7,2%.txt" list all

Where should you set your Expiration Period?  Ours is set at 3 months, but consider that this is your first wave of backups and is pretty easy to restore from.  Once your trash has been expunged (permanently deleted) you would then have to refer to the backups of your repository to restore files.  How will you know which file(s) to restore if everything is saved by object type and handle number.  Will you know that you're looking for Document-8739 rather than "DocuShare Site Information Gathering Guide.docx"?  You would need a log of the expunged trash to know what to go back to recover.  That's where the list option comes in.  List everything in your trashcan before you expunged the expired content, as shown above.  The list will indicate which is expired content.

It doesn't note whether your content is marked for expiration, but it does note when it was deleted and by whom.  Output is in CSV format and is easy to read in a spreadsheet.  Because you can't search the trashcan within DocuShare, having this output file can be very handy.  Exporting this list once a week could prove pretty useful.  You may as well expunge in the next line of your batch file, so set your Expiration Period high enough knowing you won't have expired content hanging around very long.  You can use the Find command to search your trash.

find /i "invoice 8890116" Trashcan*.*

The output destination of choice is up to you, but note that it's a good idea to write to a unique file by including the current date.  Once your content is over 3 months old, per our preferred settings, it is marked as expired.  You can choose to delete expired documents every day, once a week, or once a month.  If you choose once a month then some expired documents may be up to 4 months old before they're expunged.  If you expunged every three months, then you may have content up to 6 months old in your trashcan.  Work that out to suit yourself. 
Once you've listed your trash, delete the expunged content in this manner ...

dstrashcan expunge expired

The indexing engine should clean itself up in due time, but you could help it along by running ...

dsindex max_clean

If you see errors, make sure you run this as a system administrator.  This operation usually runs pretty quickly.  It would be best to run this a half hour before a backup. 
Here's how your batch file should look that you can run from Task Scheduler

:: DSTrashman.bat
::   be sure to indicate the drive DocuShare is installed in, as in "E:" prior to the cd command.
cd \xerox\docushare\bin
dstrashcan -f  "C:\Xerox\Maintenance\Trashcan contents deleted %date:~-4,4%-%date:~-10,2%-%date:~-7,2%.txt" list all
dstrashcan expunge expired
dsindex max_clean

Should you decide to restore documents and other content from the trashcan you may see that some collections under Appeared In appear in a red font.  That indicates the collection the documents were in no longer exists, so you may want to choose where to restore them to or create a temporary collection for restoring documents so that you can figure out later where they should go or have the user requesting the restoration retrieve them.  We'd covered Personal Trashcans in a previous article that you should also review.

New fi-7460 and fi-7480 scanners from Fujitsu

New fi-7460 and fi-7480 scanners from Fujitsu     

It seems that scanners with small footprints are getting faster and faster over the last few years.  The Fujitsu fi-7460 has an 100 page document feeder and scans at 60 ppm simplex and 120 ipm duplex.  It can handle up to 11x17" paper and sizes down to business cards.  The PaperStream interface has the same kind of image cleanup features that you used to have to pay extra for from Kofax.  Not fast enough for you?  Try its sibling - the Fujitsu fi-7480 that is geared up for scans at 80 ppm simplex and 160 ipm duplex.

As always, we have a great price on these units. See it at our online store along with bigger and faster models.

If you're looking for a new scanner, be sure to shop with us for really good prices and the best side-by-side comparison page anywhere.  You'll find this and our unique application enablers for DocuShare and ABBYY products on our CriteriaFirstWare site.

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