Endorsing Headers and Footers

You can use the Batch Process tool to add custom headers and footers to images and both searchable and image-only Adobe Acrobat PDF files. The same header and footer may also be applied to printed images and PDF files during batch processing, although it will not be stamped on the image unless the endorse process is selected.

 

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After headers and footers are added to a PDF-converted file, and the PDF file is endorsed or printed, the original version of the PDF file, [original file name]_original.pdf, is created in the <case root>\$Image Archive folder, even if a PDF file is printed without the Endorse Image check box selected.  

 

When applying header and footers, a border is added to the image to eliminate the chance of overwriting image data. Placing headers and footers on a border also makes it easier to edit or remove any header or footer previously applied by CloudNine™ LAW.

 

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The following languages are currently supported for endorsing Adobe Acrobat PDF images:

 

Bulgarian, Catalan, Czech, Danish, English, Estonian, Finnish, French, Greek , Haitian Creole, Hebrew, Hmong Daw, Hungarian, Indonesian, Italian, Klingon, Latvian, Lithuanian, Malay, Norwegian, Polish, Portugese, Romanian, Russian, Slovak, Slovenian, Spanish, Swedish, Turkish, Ukranian, Urdu, Vietnamese

 

If an endorsement contains a language other than one the languages listed above, the endorsement will not be applied to the PDF image.

 

hmtoggle_plus1        Preview Window Version 7.0.206+

In Version 7.0.206+, the ability to preview your endorsement settings prior to endorsing was introduced. The preview button Preview allows the user to view the Font, Alignment, and positioning of the headers and footers on a sample image without endorsing.

1.  To use the preview window, select Preview.  The Image Preview opens in a new window.

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2.  The Image Preview toolbar allows you to adjust the displayed image.

3. ImagePreviewToolbar

Icon

Description

IconBestfit  Best Fit

Formats the sample image with sample endorsements in the Image Preview window so that all can be displayed.

IconFit to Width  Fit to Width

Formats the sample image with sample endorsements in the Image Preview window so that the width extends to the edge of the viewer.  (This setting may cut off headers/footers from view.)

IconFit to heighth Fit to Height

Formats the sample image with sample endorsements in the Image Preview window so that the height extends to the edge of the viewer.  

IconActualSize Actual Size

Displays the sample image with sample endorsements in the Image Preview window without formatting.

IconZoomIn Zoom In

Allows the user to zoom in on parts of the sample image for closer review.

IconZoomOut Zoom Out

Allows the user to zoom out on parts of the sample image.

4.  Selecting OK closes the Image Preview window.

After endorsing, you can also validate the endorsement using the Scan for Errors dialog box. See Scanning for Errors for details.

 

hmtoggle_plus1To add and configure a header and footer

1.From the main form on the Tools menu, click Batch Process. The Batch Processing tool opens.

Batch Processing dialog box

2.Select the documents to process. For more information on selecting documents see Selecting Documents for Processing.

3.Select Endorse Image and then either select or clear First page only, as needed.

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When using the First Page Only option, if the first page contains annotations, the annotations will be lost.

4.On the Options menu, click Header/Footer. The Header/Footer dialog box appears.

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5.Add text as needed to occupy the left, center and right sections of the header and footer.  

 

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Each text box can contain a maximum of 8 lines. For TIFF-converted files, it is best practice to only enter a maximum of 4 lines in each text box.  

 

6.Configure header and footer options as needed:

When you want to

Do this

Resize Header/Footer

Select Automatically based on endorsement text or Manually

Select Automatically based   on endorsement text

added in 6.14.062

LAW automatically adjusts the size of the header and footer, based on the text and text settings entered for the header and footer in the Header/Footer dialog box.
 

•Header and footer heights are automatically adjusted in increments of .25 inches.

Apply word wrapping to the header/footer text on image files.

• Select the Enable word-wrap check box.
 

To turn off word wrapping for header/footer text, clear the Enable word-wrap check box.
 

By default, the Enable word-wrap check box is selected. This check box only applies to image files. Headers and footers are automatically wrapped on PDF files, regardless of the Enable word-wrap check box setting.
 

Manually

Select a value in the Header (in.) or Footer (in.) list

Note the following:

•

The default size of 1/2" is adequate for 2 lines of text at the default font size.

•

The value you select for header or footer size only takes effect if the header or footer contains text.

•

If the header/footer text is too large for the specified border size, it will be cropped.

Change the font.

1.Select text to format and then click Font button.

2.The Font configuration will open in a new window.

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3.Configure the font as needed.

4.Select the color of the font as desired - Version 6.18+

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5.Then select OK.

 

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Some colors endorsed on white may not have the text extracted through the OCR process.  (For example: Silver, White, Lime, Aqua, Gray or Yellow fonts)

 

 

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Currently, LAW only supports the following fonts when endorsing Adobe Acrobat PDF files:
 

•Times New Roman

•Courier

•Symbol

•Helvetica

 

 

 

Apply the selected font format uniformly to all header/footer sections.

1.Select Synchronize fonts for all sections check box.

2.Then select the font button: AFontFormatButton to configure the text settings for all sections.

 

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Synchronize fonts for all sections must be selected prior to configuring the font, size, and/or color.  Synchronize fonts for all sections is not affected by right, center, or left justification introduced in version 7.0.206+.

 

Format fonts in each section independently.

1.Clear Synchronize fonts for all sections check box.

2.Select text to be changed and then click the font button: AFontFormatButton.

3.Configure the font as needed and then click OK.
 

Add a page number to a section.

1.Click in a desired section.

2.Click the page number button: Page Number button.

&[Page] is inserted into the section.
 

Add a page count to a section.

1.Click in a section.

2.Click the page count button: Page Count button.

&[Pages] is inserted into the section.
 

Add a field value to a section.

1.Click in a section.

2.Click the field value button: Field Value button.

The Select Field dialog box appears.

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3.Select a field and then click OK.

A token that represents the field value  is inserted into the section.
 

Add the PageID to a section.

1.Click in a section.

2.Click the PageID button: PageID button.

&[Page ID] is inserted into the section.
 

Left Justified

Version 7.0.206+

1.Click in a section.

2.Click the Left Justified button: Page Count button.

3.All text in the selected section will be Left Justified.

Center Justified

Version 7.0.206+

1.Click in a section.

2.Click the Center Justified button: Page Count button.

3.All text in the selected section will be Center Justified.

Right Justified

Version 7.0.206+

1.Click in a section.

2.Click the Right Justified button: Page Count button.

3.All text in the selected section will be Right Justified.

Configured default settings for headers and footers.
 

Select or clear Save settings as default.

Endorse documents with sequential values based on a starting value in a specified index field.

Type ++ after the field notation in the header/footer code.

For example, a footer value of "&[DocID]++" would cause the documents to be endorsed sequentially, starting each document with the value in the DocID field.
 

7.Click OK.

8.Optionally, select Enable Distributed Batch Processing and configure the session as needed. For more information on using distributed batch processing see Distributed Batch Processing.

9.Click Begin.

 

hmtoggle_plus1To change or remove headers and footers

1.From the main form on the Tools menu, click Batch Process. The Batch Processing tool opens.

Batch Processing dialog box

2.Select the documents that you want to apply headers/footers to, for example, select: All Documents or Current Record Set, or click Select to specify documents individually. For more information on selecting documents see Selecting Documents for Processing.

3.Select Endorse Image and then either select or clear First page only, as needed.

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When using the First Page Only option, if the first page contains annotations, the annotations will be lost.

4.On the Options menu, click Header/Footer. The Header/Footer dialog box appears.

Header/Footer dialog box

5.Do one of the following:

•To create a new header/footer, edit the header and footer as needed.

•To remove the existing header/footer, without adding a new one, remove any text in the header and footer fields, or set the border size to None.

6.Click OK.

7.Click Begin.

CloudNine™ LAW removes the previously applied headers/footers and adds any new one that you specified.
hmtoggle_plus1To validate endorsements

After endorsing, you can also validate the endorsement using the Scan for Errors dialog box. See Scanning for Errors for details.
hmtoggle_plus1Best practices for headers/footers

Note the following best practices when working with headers and footers:

•Before you apply a header or footer to a large set of documents, first apply the specified header/footer on a small subset of documents. Be sure that text fits and that other results match your expectations and then if necessary adjust accordingly and retest.  

•If trying to position text using spaces, it is easiest to use a monospace font, such as Courier New or Lucida Console in which all characters are the same width.

•Use caution when working with rotated images containing an existing endorsement.

If the endorsement does not appear on the top or bottom of the image due to a manual rotation (as viewed in CloudNine™ LAW), removing or modifying the existing endorsement on this image will cause LAW to remove the endorsement (which LAW thinks exists on the bottom of the image) and may remove actual document data located at the bottom of the image. One way to prevent this from occurring is to first rotate the image so the endorsement that LAW applied to the image appears as it was applied.

 

Need additional help? E-mail the CloudNine™ LAW Technical Support team at: lawsupport@cloudnine.com, or contact a support representative at 713-462-6464 for CloudNine™ LAW Ext. 12 or CloudNine™ Explore Support Ext. 13. The Technical Support team is available between the hours of 9:00 A.M to 7:00 P.M. Eastern Time, Monday - Friday.

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