Content Central 7.6 · User Guide
How to Capture (Add) a Document
Bring a document into Content Central by uploading a file or scanning paper, then index it so it can be found later.
Before you start. You need an account with Add permission for the catalog and document type you want to use. If you can't add documents, ask your Content Central administrator.
Step 1: Sign in
Open Content Central in your web browser. Type your Username and Password, then click LOGIN.
Step 2: You land on the Dashboard
After you sign in, the Dashboard appears. The menu button: three stacked lines (☰): is in the very top-left corner. You'll use it to get everywhere.
Step 3: Open Capture New
Click the menu button ☰ in the top-left corner. The navigation panel slides open. Click Capture New to expand it, then choose a capture type. For a file already saved on your computer, choose Electronic.
Which capture type?
- Electronic: upload a file already saved on your computer (the most common choice).
- DirectScan / DirectScan Zonal: scan paper from a scanner connected to your computer (requires the DirectScan Agent installed).
- QCard / QCard Packet / DocType QCard: print a QCard cover page to drop scanned documents into a watched folder.
- Form: use a configured Capture Form as a template (only for catalogs/document types that have one).
Step 4: Fill in the Electronic capture page
The Electronic capture page has the indexing choices on the left and a place to add your file on the right.
- Under Index Fields, choose when you'll index it: for example Provide now or Provide later in Coding Queue (explained below).
- Select the Catalog and Document Type to file the document under.
- If you're providing values now, enter the field values (document properties) shown for that document type.
- Drag your file onto the Drag and drop files here area, or click Select File to browse for it.
- For a PDF, choose a PDF capture option (see below).
- When the upload succeeds the document is filed: Provide now sends it to the Folder Browser; Provide later in Coding Queue sends it to Work Areas › Coding Queue.
When will you index it?
Under the index options, choose when you will provide the document's field values:
- Provide Now: assign the catalog, document type, and field values now. On success the document goes straight to the Folder Browser.
- Provide Later in the Coding Queue: capture now and index later; the document goes to Work Areas › Coding Queue.
- Provide some now, some later: enter what you know now and finish in the Coding Queue.
PDF capture options
- Capture file in original form: keep the PDF as-is. Only its field values are searchable (no full-text search unless the file already contains text).
- Convert to a fully-searchable PDF: run OCR and embed the text in a new PDF, so you can search and highlight text inside the document. Best for scanned PDFs.
- Make fully-searchable, but leave file in original form: run OCR and store the text in Content Central's index only, without changing the file.
Note. Both "Convert to a fully-searchable PDF" and "Make fully-searchable, but leave file in original form" perform OCR, but only Convert to a fully-searchable PDF embeds the text in the file for in-document search and highlighting. Use it for scanned documents; for PDFs that already contain text, "Make fully-searchable, but leave file in original form" is usually enough.