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vFILER User Manual

1. E Convert to PDF Overview The Convert to PDF component is used when the source file is a Tif image The process and procedure is exactly the same as Metadata Writer Review the instructions for Metadata Writer Zone OCR Overview The Zone OCR component is used to capture data from Tif images ONLY through the use of OCR optical character recognition The captured data becomes variables that can used throughout the workflow Zone OCR is useful in creating workflows that use the captured data as a key to validate against a front end database Select OCR from the main Process pull down menu See below it WorkFlow Designer orkFlow Edit Capture MACES Publish Help pP da amp LE Indexing oga Proof of D 075 A Convert To PDF ta Metadata Writer IIll Barcode Reader CaptureF romF older etadataw riter PublishT oF older A 4 M P gt ES B v Imprinting emodata My Inpu PODS Iv Include Subfolders Search Mask for file name Criterion of search in file Case Sensitive Post processing Production mode Design mode Idle polls 5 c The following screen will appear Date from x Size larger sum x P s Documents will be retained and cache turned ON Busy polls 1 2 57 of 76 BASIC User Guide WorkFlow Designer Mma ERO tx Ga Gts ail mk B Proof of Delivery tthe rest of the WorkFl b amp f V OB J e E
2. To build the file system according to the schema presented earlier position the cursor to the left of From Indexer and click once to expand it The available variables will appear See below 21 of 76 BASIC User Guide at WorkFlow Designer Workflow Edit Capture Process Publish Help KATRS TX Ga EE v aaa amp Proof of delivery CaptureFromFolder Indexer i Convert ToPDF Output path ENwWork area and demodata My Output PublishT oF older File management when duplicate files Page management for TIF images ONLY for all types Select the action to be taken when a file of the write with sequence number 9999 same name already exists in the output folder C Overwrite existing file G Do NOT overwrite skip 5j Folder name Drag and drop variables to create a dynamic folder PODS CustomerName SystemDateTime SystemD ateTime TYY MM MMMM File name Drag and drop variables to create a meaningful file system EE System PODS SpstemD ateT ime CustomerName UserName S 2005 ComputerN ame 06 June FlowN ame ID From CaptureFromF older From Indexer InvoiceNumber CustomerN ame InvoiceD ate neo anoun Position the cursor to the variable named InvoiceNumber and click once It will be highlighted in blue In a separate step drag the variable to the File Section and release The variable name will appear Position the cursor to the right of Invo
3. A database connection will be established Select a table Transaction History See below 51 of 76 BASIC User Guide Lookup Key Editor Common Key Definition Select or create new lookup key Key KInvoiceNumber X New Key Rename Key Remove Key This key has no dependent variables Database Settings Database Northwind X fa Select database or define new connection Table MESAS 2i The table to lookup Key field Field in a database table to compare with a value of Key Select the pull down option to display the available columns within the database selected See below Common Key Definition Select or create new lookup key Key KInvoiceNumber xj New Key Rename Key Remove Key This key has no dependent variables Database Settings Database Northwind Ra Select database or define new connection Table Transaction History xi The table to lookup Key field Field in dlnvoiceNumber VARCHAR 8 InvoiceDate TIMESTAMP OrderD ate TIMESTAMP RequiredD ate TIMESTAMP ShipVia VARCHAR 20 rem Select InvoiceNumber as the column to use for this key See below Lookup Key Editor Common Key Definition Select or create new lookup key Key KInvoiceNumber X New Key Rename Key Remove Key This key has no dependent variables Database Settings Database Northwind X El Select database or define new co
4. Descending S By Services WMI Control 4 f Indexing Service To see a list of unfiltered documents click Unfiltered Docs dau Repository LL Directories LL Properties d Query the Catalog If the Repository contains a searchable PDF containing text put in a word contained in the PDF document use the default setting of Standard query free text and select Search The document s should appear Please refer to Help to review the extensive search options To test the metadata search after properly installing Adobe IFilter and Indexing Services enter a known value word within the Property DocTitle using the following syntax See below Replace word with the search word Use the Advanced query option Note The contents of any PDF metadata can be viewed by opening the image and selecting File Document Properties gt Summary Please refer to Help to review the extensive search options Indexing Service Query Form Enter your advanced query below doctitle word C Standard query free text Advanced query Sort by Rank Order by Descending To see a list of unfiltered documents click Unfiltered Docs Tips for searching Adobe Catalog Retrieval Overview With a copy Adobe Acrobat 5 0 6 0 PRO or 7 0 Pro full version not the free Adobe Reader a very productive multi user imbedded inquiry system can be setup The imbedded feature will allow entry of sophistica
5. e My Music When the above questions are answered Indexing Services aS Adobe Reader 6 0 ag Microsoft Office Excel 2003 uj Paint P Microsoft Office Access 2003 i eFlowDMD Flow ae Administration All Programs gt BE rc Open myn I Contr Set Pr Defat e Conn e Printe Explore Search Manage Map Network Drive Disconnect Network Dri Show on Desktop Rename Properties 9 Help and Support Search IT Run Log Off fe Shut Down 2p c Tj Getting Started doc can be setup Right click on My Computer and select manage to enter Computer Management to find Indexing Service See below The following screen will appear See below 27 of 76 2 Computer Management File Action View Window Help Bee e BASIC User Guide computer Management Local Wo System Tools aj Event viewer Shared Folders E Local Users and Groups t Performance Logs and Alerts Device Manager amp Storage Removable Storage Disk Defragmenter Disk Management E Services and Applications Name system Tools Storage EBaservices and Applications File Action View Window Help meg See below lb System Tools gal Event Viewer Shared Folders Local Users and Groups g Performance Logs and Alerts a 5 a gt ao Device Manager El torage Removable Storage Disk Defragmenter 3 Disk Management E Services and Applicat
6. 2 2 HofLevels 3 gt m InvoiceNumber Ws Customer SalesmanCode Ent Mode 2 LookUp InvoiceDate CustomerPONumber Caption lInvoiceNumber Using the Manual entry mode Select the Manual entry mode Optionally enter data into Caption The data entered will appear as a description of the variable during the indexing step 45 of 76 BASIC User Guide Optionally enter data into Help The data entered will pop up when the cursor is positioned to this variable during the indexing step Optionally change the size of the variable Optionally select to make the variable required Optionally if NOT required select to make variable visible See below x WorkFlow Designer Workflow Edit Capture Process Publish Help KATRE xX G6 Ra A m i y h EE S Demonstration Workflow Library of User Defined Variables If multiple records found Auto Start Use First Record Allow Auto Indexing Write All Records ml ja ManualEntry Entry Mode Manual 7 Caption Help Maximum length 25 V Field Required Using the Variable entry mode Select the Variable entry mode Optionally enter data into Caption The data entered will appear as a description of the variable during the indexing step Optionally enter data into Help The data entered will pop up when the cursor is positioned to this variable during the indexing step Optionally change the size of the variable
7. Connection Proof of delivery elect existing table or New Table Table X Cancel Select the New Table button to create a new table or select from the existing tables using the pull down list With a new workflow normally the designer would select New Table to have vFILER create the table for processing vFILER can also be used to update a table that exists Note select the table from the pull down list If New Table is selected the following screen appears See below Document Processing and Retrieval amp Enter name of the new table Backend Invoice T ablel Cancel Select OK The following screen will appear Select OK See below r oor Process Publish Help RX Gea gt a il amp ES B delivery E Folder options Database options Database Proof of Delivery Table name Backend Invoice Table You can add delete fields or change the order of the fields To add the Fields field drag variable from the list of variables or click Add Field Name Type Size System VARCHAR 40 From CaptureFromFolder From Indexer OutFile VARCHAR 254 From PublishToDatabase Set value for database fields Add Field Add from Indexer Delete Field Clear fields To start the workfiow you have to create the destination table Note As CGU soon as table will be created you won t be able to change its structure ie ices The columns ID and OutFile are created automatically
8. The other capture method is Capture from Folder This process monitors a user defined folder hot folder and sub folders to capture a variety of image types A workflow is defined as a series of user defined steps used to process images into a repository for future retrieval A repository is defined as a central location of documents organized in specific ways to facilitate retrieval vFILER is an imaging application designed for a production environment With features such as Bar Code Recognition 1D and 2D Zone or Full OCR Indexer with database lookup Metadata Writer Forms Recognition OMR and Publishing components vFILER can process thousands of validated documents per workstation per day The value proposition of vFILER is derived from its open architecture design The leveraging of free or low cost technologies to perform sophisticated imaging functions provides significant value when compared to competing locked in proprietary solutions The features of vFILER can be best leveraged when the documents and the databases allow for complete operator unattended validated workflows that save considerable time and labor expense vFILER is a desktop workstation indexing application that can update shared server files The vFILER license is for the desktop only The unlimited users client based inquiry program two methods PDRwin is included with the desktop license for vFILER Note vFILER can be installed on serve
9. 4 4 AD 9 amp 3 iss WorkFlow Designer lorkFlow Edit Capture Process Publish Help Mabe xX Ga BFA GI mE S Proof of Delivery aptureFromF older out the rest of the WorkFlo e eomiemwiwI it WorkFlow Edit Capture Process Publish Help ITEd ER X G amp I S 7M uds M 7 E BS PublishToFolder Use OCR result throughout the rest of the Work EBD ES J060 ome Woh JOO Use the button to the left of 9 to enlarge the image See below 58 of 76 BASIC User Guide it WorkF low Designer orkFlow Edit Capture Process Publish Help ErdmEJEE c XC 63 Aal P amp amp B Proof of Delivery LaptureFromFolder BesPocesste File CAWork area and demodata My Input Northwind Tifs image001 with bar code ti 7 4 PublishT oF older f 93 N By 11072 Date 09 Sep 2003 Emst Handel Kirchgasse 6 Graz 8010 Austria orkFlow Edit Capture Process Publish Help xX Ga Bite il ES RSS PublishT oF older GEO E EP JA n gd n E Ha Date 09 Sep 2003 Emst Handel Kirchgasse 6 Graz 8010 Austria Use the button to the right of to remove any OCR zones Note the variable name for zones are Zone1 Zone2 etc G Bar Code Reader Overview The Bar Code Reader component is used to capture data from a 1D or 2D bar code depending on the version A special license
10. D DELETE Select the DELETE option to remove a selected workflow from the execution list E DESIGN Select the DESIGN option to design a new workflow or to modify an existing workflow F OPTION Select the OPTION option to modify the vFILER configuration See below Configuration General R Ru UP Restart WorkFlows at start Hide in system tray when minimized Indexer in simple form Open Processes in Separate Windows Auto browse if no entries for a key Set to User directory C Work directory C Work area and demodata Link with PDF files Acrobat Reader 7 0 Bad files folder C Wark area and demodata Docs Privileged Users administrator Add Delete Cache F Clear the Cache Automatically every 0 days Log NoLog C Brief Log Detailed Log I Clear the Log File Automatically every 0 days Default Settings Apply Cancel G LOG Select the LOG option to view an audit trail of workflow processes H CLEAR Select the CLEAR option to e clear Capture from Folder cache used to prevent duplicate processing of captured documents within a folder 68 of 76 BASIC User Guide e clear Capture from Email cache used to prevent duplicate processing of email transactions e clear captured images within the C vFILER Captured folder The password CLEARJOBS is required to prevent inadvertent deletions of images I ABOUT Select the ABOUT opti
11. Drag and drop variables to create a dynamic Data value structure from list of variables z Transaction History InvoiceNumber Transaction History InvoiceD ate Transaction History Custld Transaction History S alesmanCode Transaction History OrderD ate Transaction History RequiredD ate Select the database column name that corresponds to the Lookup variable e g Transaction History InvoiceNumber The database column name will appear in blue In a separate step drag the variable into the data box See below ld Lookup Variable Editor Key KlnvoiceNumber Select Key from list or create it via Key Wizard Then define the data structure that will fill the variable on run time aber Drag and drop variables to create a dynamic Data value structure from list of variables Transaction History Transaction History InvoiceNumber Transaction History InvoiceD ate Transaction History Custld Transaction History S alesmanCode Transaction History OrderD ate Transaction History RequiredD ate Select OK to return to Indexer to define the Settings for all Lookup Variables Note When using an ODBC connection it is advisable to create a USER DSN for the workstation using Windows Control Panel Administration Tools Data Sources ODBC vFILER will directly connect to a successfully configured USER DSN 54 of 76 BASIC User Guide D Metadata Writer Overview The follow
12. Explorer ree ea roo eas euo io ree seo Eae Sei To Ey rua ape S Ceo ap en Ne ER EYE VETERA DK TR SRL ee TNR EN EUER 27 B Indexing Services Retrieval using PDRwin client based Overview eee 27 C Indexing Services set p 2 59 eei oer eo t Ene e tah o eae to eo eee aeo pira Peso age aea Pe pos cause dct veasdecccessyeceties 27 D Install Adobe iFilter 3 idees dote eene ot nne ore ee eee e obtu eee evo se en ao eee e eee eo ete es ote aee ove p eee ee be aree vue sue 34 E Adobe Catalog Retrieval Overview eeeee eee eee eene nennen tenente ntn tentent entente sentent tenee 35 F PDRWin Indexed Document Retrieval client and Database Document Retrieval 36 V Instructions for each workflow component eeeeeseeeeeeeeenee 41 A Capture from Email 5 5 1 2 1 51 0 10e ro ede ce ena ee ono e red repo rae en eno ma era deb aco sede posto Gast adesso va cree Saadira 41 B Capt re from Folder 1 1 1 3 ree etta oo p pos sac ers Ea ens ao SE ECET aono Eae ao a VER pee Pa a OS SE EdE Etas 43 C Indexer 4 idee etre troie Ree ba rove oe Here aoo Eae Lear Ra ea Pee EU e Pea EU A a eE EIU e PE ee EET E PEN Ea P Eve aT U 44 D Metadata WrIter s deiecta exe NIS e SEN OTI ue ESSTe Uto Exe OSEE ee To IR a 55 E Convert to PDF oer iE eerte aer ae Eee Enea E EE EE PERS eS YR YER ET SES ERES Se yy e ESSERE E Se Po EET A Se Poe ev
13. ONLY for all types Select the action to be taken when a file of the Write with sequence number 9999 same name already exists in the output folder C Overwrite existing file o Do NOT overwrite skip i Folder name Drag and drop variables to create a dynamic folder PODS CustomerName SystemDateTime SystemD ateTime wy MM MMMM File name Drag and drop variables to create 2 meaningful file system 3S System PODS SystemD ateT ime CustomerName UserName 2005 ComputerN ame 726S 06 June FlowN ame ID From CaptureFromF older From Indexer InvoiceNumber CustomerN ame InvoiceD ate Use the Mask Editor to parse any variable Position the cursor below ANY variable and double click The Mask editor pop up menu will appear This function will allow the ability to parse the contents of any variable For example the result of a database lookup column may be 123456 9999 The 9999 may be superfluous data in designing a required folder or file system The simple mask of CCCCCCXXXXX would result in 12345 Sophisticated masks are available Use the on line instructions and the imbedded test program to verify the logic Plan the folder and file structures to maximize their efficiencies After finalizing the folder structure and confirming the structure by reviewing the graphical presentation on the screen proceed to design the file structure
14. The ID column is used to create a unique file identifier The OutFile is the column that contains the path of the file from the Publish to Folder tab To create the columns automatically from variables defined in Indexer select Add from Indexer See below 65 of 76 BASIC User Guide locess Publish Help Ki Gea Gee mE Folder options Database options Database Proof of Delivery Destination Table name Backend Invoice Table Table You can add delete fields or change the order of the fields To add the field drag variable from the list of variables or click Add Field F System VARCHAR E From CaptureFromF older From Indexer VARCHAR From PublishT oD atabase InvoiceNumber VARCHAR CustomerName VARCHAR InvoiceDate TIMESTAMP InvoiceAmount DOUBLE Set value for database fields Add Field Delete Field Clear fields veate the destination table Note As bie to chang Create table Highlight each variable to see that the variables are mapped to the database automatically See below InvoiceNumber locess Publish Help K Gg x 4M 9 5 E e livery Folder options Database options Database Proof of Delivery Destination Table name Backend Invoice Table Table You can add delete fields or change the order of the fields To add the Fields field drag variable from the list of variables or click Add Field System VARCHAR From CaptureFromFolder From Indexer OutFile V
15. aF zj SalesmanName Margaret Peacock 1 Save and Next 2 Save and Index 0 CREME SON E x EA 3 Save and Close 4 Save and Continue Select Exclude pages from and to in order to delete pages from this file Select Extract pages from and to in order to index only those pages Select Move current to desired page location Select Restore image to cancel deletions extractions and moving Found on far right of image controls See below E Entry multipage bar code separation tif Choose action index to page 5 If multiple records found Use first record Pieds p8 59999 v 5 o JON zl IL gt i L5 J Write all records extract pages F3 call a lookup data browser move current page to SelectAll Clear Al e o T 74 of 76 BASIC User Guide VIII Appendix A Creating automated workflows An automated workflow is defined as a process to archive documents that does not require a manual indexing operation Automated workflows can significantly reduce the cost of processing documents The most common automated workflow would use bar code recognition or zone OCR to gather specific data that can be used as keys to validate against a database Other techniques using vFILER can be used to perform a similar process For example if the file name of a captured document contained a useful key vFILER could be designed to use the Original Filename as a key In addition the Original Filename could
16. automatically assigned as column headings of the backend database for purposes of retrieval see Publish to Database Launch the vFILER program by double clicking the vFILER exe file found in C Work area and demodata The splash screen will appear It indicates the remaining number of launches available and the remaining number of documents to publish during the evaluation period Select the Design component See below X 2 X amp Design Verify Options Log Clear Restore About WORKFLOWS Name status_ To ndes Aborted Processed Active Lastprocess eaa Select New Workflow See below it WorkF low Designer DER orkFlow Edit Capture Process Publish Help Ed WELCOME Create new or open the existing WorkFlow 9 of 76 BASIC User Guide Enter Workflow Name Proof of Delivery See Below Optionally enter a description Place a checkmark on Capture from Folder Indexer and Publish to Folder See below Select OK See below Define New WorkF low Name Proof of Delivery Description Processes v Capture From Folder Capture From Outlook v Indexer Metadata writer C2 Publish To Folder Publish To Database Cancel C Design Capture from Folder The program will display the Proof of Delivery workflow name The component Capture from Folder will be highlighted and the Capture from Folder options are available for user input See below s WorkFlow De
17. be parsed to use only a portion of the file name This procedure could be used with other variables such as email subject email From or To or document Title Another example of an automated flow would be for image conversions vFILER can be designed to capture documents and retain as variables the parent folder and or the grandparent folder Those variables can then be used for other vFILER components such as Publish to Folder or Publish to Database When using zone OCR Bar Codes or Original File Name to automatically load the key into the Indexer the procedure is to drag the appropriate variable e g Bar Code 00 into the Key Definition tab that is associated with a particular key within Key Wizard See below E Lookup Key Editor Common Key Definition Key value Barcode00 Drag and drop variables to create a dynamic Key structure from list ot variables The value wii be compared with field in database table System From CaptureFromFolder l From BarcodeReader From Indexer B install folders work area definitions and functions The following folders will be created as a result of launching the setup program under the path C Work area and demodata Captured Databases Docs Exports Lists Misc My Input My Output Templates Workflows The following files will be created as a result of launching the setup program under the path C Work area and demodata DPLA exe ISED dll PDRwin So
18. be changed by selecting workflow properties see below x WorkFlow Designer AE Edit Capture Process Publish Help TX New WorkFlow B 2 ee je Workflow properties amp Set Password File management when dupli for all types Exit This was a very simple workflow More sophisticated and elaborate workflows can be designed that would include other vFILER components including Capture from Email Database Lookup and Publish to Database vFILER has other advanced components zone OCR Bar Code Recognition for designing automated flows 23 of 76 BASIC User Guide To run the saved workflow Proof of Delivery LOAD the workflow to the workflows to be processed vFILER can simultaneously run multiple workflows by selecting the LOAD button Select the Proof of Delivery workflow from the saved location C Work area and demodataWorkflows The workflow is ready to process See below x DEMO 2 0 0 7 DPRS gt 2 B amp B X o X B Run Stop Load nosd Design Verify Options Log Clear Restore About WORKFLOWS Status_ To Index Aborted Processed Active Last process e Proof of delivery Proof of delivery e CaptureFromFolder e Indexer e ConvertT oPDF PublishT oF older Select the RUN button The following screen will appear Select the default see below Select OK vFILER will Capture Index and Process a batch at DEMO 2 0 0 7 DPRS 0 gt a R X Oo X R Bun Stop Load Unload Design Veri
19. continuously monitor the source folder to capture new files for subsequent continuous indexing and processing C Capture Only Batch this selection will ONLY continuously monitor the source folder to capture new files C Index only Batch this selection will ONLY allow the Indexing of captured files Note setting the Auto start Indexing option is recommended C Process only Batch this selection will ONLY process previously Captured and Indexed files Capture and Index only Batch this selection will continuously monitor the source folder to capture new files and also allow Indexing of captured files Note setting the Auto start Indexing option is recommended Capture and Index only Interactive process this selection will capture one file at a time and will allow the indexing of that file before another file is captured Note select Batch process only to finish processing the files x Cancel Automated workflows should use the Capture Index and Process option In large volume users non automated the Capture and Index only Interactive process can be useful to control the capturing of documents Experiment with each option to determine which is most useful in your operating environment A Using the run time Indexer The Indexer is launched two ways 1 If Auto start is checked in the Indexer component with Designer the captured image will display automatically 2 If Auto start is not c
20. is defined as the contents of Subject Title Author and Keywords The metadata of a PDF document is one method vFILER uses to automatically store important indexing data for retrieval purposes Note Because the indexing data are stored within the document if the index becomes corrupted the index can be re generated quickly and easily using MS Indexing Service In addition vFILER contains a function called RESTORE which can read PDF metadata and automatically generate or re generate the backend database in the event of corruption or lose vFILER users can select a variety of methods to retrieve documents quickly and economically in a multi user environment via client based or browser inquiry tools 5 of 76 BASIC User Guide E Databases Front End and Back End A front end database is used to facilitate the indexing of data Via the database lookup feature of vFILER a workflow can be designed to validate against a database extract related information and update the retrieval indexes or backend databases Accounting systems usually can export to MS Access MS Excel or have a direct ODBC compliant connection which can then be used as a front end database for validation and extraction functions Validation is important to insure the reliability of indexing data In addition the validation and extraction of related data can be used to create automated workflows precluding the need of manual indexing A backend d
21. is required for this component Only Tif images Group 3 or 4 can be processed with this component The captured data becomes a variable that can be used throughout the workflow Bar Code recognition is useful in creating workflows that use the captured data as a key to validate against a front end database The Bar Code component also includes the capability to automatically split documents via the presence of a bar code 59 of 76 BASIC User Guide Select Bar Code Reader from the Process pull down menu Use the Up Arrow to place the bar code component in the correct sequence of the workflow The following screen will appear See below it WorkFlow Designer orkFlow Edit Capture Process Publish Help Masa ex Ga gira il 8 E Proof of Delivery aptureFromF older Barcode Options Barcode Zone Barcode Separator crProce SOF anti AAO PublishT oF older 37 7000001 BarcodeReader Barcodes c UPCA UPCE c w Code 33 Code 128 c Interleaved 2 of 5 c Code 33 UCCEAN128 v Scan Direction Granularity Length Min jv Multiple Multiple Max 64 V Retum Check Character IV Error Check Enable r E r r D Select the bar code format required Select the best method to find the bar code Select Bar Code Zone Enter the path or browse to a bar code template Tif image format See below i WorkF low Designer orkFlow Edit Capture Process Publish Help KARR a Cx Ga EXE e Proof of Deli
22. the file processed automatically to ALL found records An individual record and corresponding image will be written for EACH found record automatically Use the Select All option to lock all fields watch the padlock close for all fields This will cause the data in all fields to be retained for the next file Use the Clear All option to unlock all fields watch the padlocks open for all fields This will cause the data in all fields to be NOT retained for the next file Click on the padlock to open or close it to retain or not retain the data for the next file Select the pull down option for each key to see the previous key processed Select the Save and Next option or Alt 1 to process the file and continue processing 71 of 76 BASIC User Guide Select the Save and Index Again or Alt 2 to process the file retain the file on the screen and index the same file again Note a separate file will be written for each Select the Save and Close option or Alt 3 to process the file and terminate the run time Indexer Image Controls above the image from left to the right see below Se GOAN z E 0m 1 zl MAONI GM aL qe Front left to right Select Print Icon to Print file Select Move image under development Select Toggle grayscale Select Remove noise despeck select sub options Select Rotate image left Select Rotate image right Select to z
23. to make the variable visible during indexing only available if not required Check mark indicates visible See below 47 of 76 BASIC User Guide XR WorkF low Designer orkFlow Edit Capture Process Publish Help MAG Ra oxX Ga BEAU mk E Indexer _ ZaptureFromF older User Defined Variables ESSE a Save Enter path for Auto Export for non indexed files if A Auto Start Allow Auto Indexing s x Manualariable VariableVariable PullD ownList Entry Mode Pull Down List z PullDownList Caption Help Maximum length 25 IV Field Required 7 C Work area and demodata Lists Constructi List Editor Lists are stored in C Work area and demodata Lists in xml format Select the List Browser button to view and select available lists See below List Browser Available Lists Name Description Type ale d Public Construction d Public Financial Folders used to create folders Public Legal Folders used for folders Public X Cancel Select List Editor to create an xml lists from txt or database files or run the stand alone program called DPLA exe located in C Work area and demodata See below T DPRS List Adm Create List from Text Create List from Database Update Delete Exit Using the Constant entry mode Select the Constant entry mode 48 of 76 BASIC User Guide Optionally enter data into Caption The data entered will ap
24. 03T15 20 35 FlowN ame ID From CaptureFromFolder From Indexer InvoiceNumber CustomerN ame InvoiceD ate neo anoun Position the cursor BELOW the first occurrence of SystemDateTime and double click The Mask Editor window will appear See below Input mask Mwe Test string 2005 03 0971 18 47 23 Result 2005 03 097 18 47 23 X Cancel Enter YYYY and see that the Result is this year Select OK See below Input mask Mwe mv Test string 2005 03 09T18 47 23 Result 2005 X Cancel Position the cursor BELOW the second occurrence of SystemDateTime and double click The Mask editor will appear again Enter MM MMMM and see that the Result is month in short numeric form and alpha Select OK See below 20 of 76 BASIC User Guide Input mask Mwe MM MMM Test string 2005 03 0971 18 51 11 x Result 03 Mar x Cancel Confirm the setup is accurate by reviewing the graphical representation below To delete any block position the cursor and depress Delete The final result will appear as below at WorkF low Designer workflow Edit Capture Process Publish Help KAUR ox Gr mJ y mE E Proof of delivery CaptureFromFolder Indexer CAWork area and demo ta Convert ToPDF Output path C Work area and demodataSMy Output PublishT oF older File management when duplicate files Page management for TIF images
25. 502 DocParaCount torage St 1 Removable Storage p d5cdd502 0x17 Disk Defragmenter ES dscddso2 0x10 Disk Management ES dscddso2 0x11 EA Services and Applications ESrdscddso2 0x13 Services ES dscdd502 Oxe Hi WMI Control ESi dscdd505 _pid_hlinks E Indexing Service ESlbz25f130 0x2 Directory fij Repository pytb725F130 0x3 ClassId C Directories ES bz2si13 0x4 E Properties ESbz25f130 0x5 S Query the Catalog ESbz256130 0x6 B Internet Information Service ES bz255130 Ox Computer Management m File Action View Window Help e E m Computer Management Local Property Set Property Friendly N Data Type Cached Size 5 ilis System Tools ES bz255130 Oxd Attrib VT UI4 4 igi Event Viewer B 0x2 Characterization VT LPWSTR 4 z qi oss 0x3 ClassId Local Users and Groups Oxf Create Hi Performance Logs and Alerts ESibzzst30 0x2 Directory Device Manager LP St H ES 29feSen 0x12 DocAppName Ez Storage ESi f29f85e0 0x4 DocAuthor 3 Disk Defragmenter Er2ofeSe0 0x10 DocCharCount Disk Management ESlf29fasen 0x6 DocComments Be Services and Applications ES dscddso2 Oxf DocCompany Services ESlf29f8seD Oxc DocCreatedTm de Control ESi f29f85e0 Oxa DocEditTime 3 Indexing Service vee OXS Dockeywords Repository ESlf29f8se0 0x8 DocLastAuthor C Directories ESi f29fe5e0 Oxb DocL
26. ARCHAR From PublishT oD atabase InvoiceNumber VARCHAR CustomerName VARCHAR InvoiceD ate TIMESTAMP DOUBLE Set vaiue for database fields Add Field Add from Indexer Delete Field Clear fields To start the worktiow you have to create the destination table Note As Create tabl Soon as table will be created you won t be able to change its structure TEM Notice that OutFile contains the variable PublishFileName See below 66 of 76 BASIC User Guide it WorkFlow Designer orkFlow Edit Capture Process Publish Help CES Cx Gr mE e Proof of Delivery Folder options Database options Database Proof of Delivery Destination Table name Backend Invoice Table Tene You can add delete fields or change the order of the fields To add the Fields field drag variable from the list of variables or click Add Field Name size ID 40 From CaptureFromFolder From Indexer 204 From PublishT oD atabase InvoiceNumber VARCHAR 5 PublishFileN ame CustomerName VARCHAR 25 InvoiceDate TIMESTAMP InvoiceAmount DOUBLE Set value for database fields PublishFileN ame Add Field Add from Indexer Delete Field Clearfelds To start the workflow you have to create the destination table Note As Create abl soon as table will be created you won t be able to change its structure Jon Any variables on the right can be expanded and dragged into the Set Value for Database field
27. ConvertT oPDF Author PublishT oF older Subject Title Keywords System From CaptureFromFolder From Indexer InvoiceNumber CustomerN ame InvoiceD ate Invoice amp mount Repeat these steps for the following variables InvoiceNumber to Author CustomerName to Subject InvoiceDate to Title and InvoiceAmount to Keywords See below 16 of 76 BASIC User Guide a WorkF low Designer Workflow Edit Capture Process Publish Help T S ex Gea mJ sg T5 R8 E Proof of delivery CaptureFromF older Indexer ConvertT oPDF Author PublishT oF older InvoiceNumber Subject CustomerN ame Title InvoiceD ate Keywords Finvoiceamaunt System From CaptureFromFolder From Indexer InvoiceNumber CustomerN ame InvoiceD ate Invoice amp mount Each metadata variable e g Subject allows 256 characters Indexing Services will index the variables irrespective of the location F Design Publish to Folder Select Publish to Folder from the operations on left below Convert to PDF Using the browse ellipse button at the end of Output path point to C Work area and demodataWy Output See below a WorkF low Designer Workflow Edit Capture Process Publish Help Kae x Ge aecr am 12 58 B Proof of delivery CaptureFromFolder Indexer 3 ConvertToPDF Output path C Work area and demodata My Output PublishT oF older File management when duplicate file
28. F Database S PublishT oF older Destination PublishT oDatabase Table name Fields System From CaptureFromFolder From Indexer From PublishT oD atabase Set value for database fields Select the Destination Table button to define the destination table See below 63 of 76 BASIC User Guide EOE OOS Uum OPT TST s Define the destination table Connection jn Select existing table or New Table Table Name o X Cancel Select a database connection from the pull down or select the ellipse button to the right to create a new connection See below gm ov rr Tin TUO FIOCTITRAT C anma Database connection Jet C ODBC Name Path Security info Set workgroup file User Password Delete wv OK X Cancel Select Jet Microsoft Access or ODBC Enter the database Name Enter the path or browse to find the database The following example shows connecting to the Wholesale Distribution mdb database found in C Work area and demodata Databases See below Database connection Jet C ODBC Name Proof of delivery Path C Work area and demodata D atabases Wholesale Distribution Security info Set workgroup file User Password Delete Enter security data if required Select OK A connection will be made See below 64 of 76 BASIC User Guide o Umm OPTS Define the destination table
29. F low Designer ITfd35 ER Q X eA 0E S 7 dM P LI S ES B Proof of Delivery Library of User Defined Variables Ere dd Save OVE di zi r Auto Start Use First Record Allow Auto Indexing Write All Records Enter pa Auto Ex 2 o 2 Adding New Variable Enter Variable Properties Variable Name Variable Type Text v Maximum length 25 s Help Enter in Variable Name InvoiceNumber vFILER will not allow entry of an invalid character such as a space Optionally use a _ underscore Select Text Change number of characters to 5 Optionally enter data into the Help section This data will display during the indexing step to assist the operator indexer Select the Yes button See below Adding New Variable Enter Variable Properties Variable Name InvoiceNumber Variable Type T eyt X Maximum length 5 Help Verify entry mode is Manual default Field Required is checked default Select Auto Start the document will display automatically after captured See below 13 of 76 BASIC User Guide at WorkFlow Designer Workflow Edit Capture Process Publish Help KAUR o X GE DX Pl aR B Proof of Delivery Library of User Defined Variables If multiple records found Use First Record Write All Records 2 o 3 2 rj InvoiceNumber InvoiceNumber Entry Mode Manual Caption Help Maximum length 5 IV Field Required gt Repeat t
30. KFLOW xml file with Publish to DB process Add Configuration Select Add Configuration Browse to the location of the workflow The default location is C Work area and demodata Workflows A connection will be made See below Database Documents Retrieval Configuration name Connection sting Provider Microsoft Jet OLEDB 4 0 Data SourcezC work area and demodata D Table name POD Fee lah ense etie Fence Tine _ 50 text text text text text x x xp x x x n x x xp x x x x px x x x x lt lt Back Apply changes Change the configuration name to the desired name Change the Visible Searchable and Update columns to the desired setting Add the Author name if desired Select Apply Changes The new configuration will be saved See below Database Documents Retrieval Select configuration Edit configuration a Delete configuration Search Browse for WORKFLOW xml file with Publish to DB process Add Configuration Select Search See below 37 of 76 Add line Clear line Add all fields Remove unfilled lt lt Back Execute Select the Field column to pull down the columns available See below y Database Documents Retrieval InvoiceNumber InvoiceNumber Customerld SalesmanCode InvoiceD ate CustomerPONumber CustomerName SalesmanName Add line Clear line Add all fields Remove unfilled lt lt Back Ex
31. Optionally select to make the variable required during indexing Check mark indicates required Optionally select to make the variable visible during indexing only available if not required Check mark indicates visible See below 46 of 76 BASIC User Guide w WorkFlow Designer Workflow Edit Capture Process Publish Help KAUR X Ga DX aM y LL aR B Demonstration Workflow Library of User Defined Variables o H Save If multiple records found v Auto Start Use First Record Allow Auto Indexing Write All Records ele rs ManualEntry VariableEntry Hid variableE ntry Entry Mode fing Variable Caption Help Maximum length 25 IV Field Required System SystemD ateT ime UserName In the above example the SystemsDateTime variable was chosen from the System variables The designer can use this feature to capture data from any variable created throughout the workflow Using Pull Down Lists entry mode Select the Pull Down List entry mode Optionally enter data into Caption The data entered will appear as a description of the variable during the indexing step Optionally enter data into Help The data entered will pop up when the cursor is positioned to this variable during the indexing step Optionally change the size of the variable Optionally select to make the variable required during indexing Check mark indicates required Optionally select
32. PR aS Eai 57 F ZONE OCR oioi o EEE A EEE evans vedseceseesseacssassssepeesescesbedessssesscsssSessseswessseeseateseeys 57 G B r COd ume EE 59 H lubiaishreivede EUR 61 l Publishito M Folder EET E O S A 62 J Publish to Database nissin nores reo E Neo o eue EAE EEE E ETE 62 VI Main launch Options ossos esit iuit ea dsc ceased ties wa EAEEREN EERE E EE ERRA 68 A RUN 68 B 68 C 68 D 68 E 68 F 68 G 68 H 68 l 69 VII Section VI Using the RUN function urere ER e EXAAR SN EXAR RR AX EXAT AE TE A A RA 70 A Using the runtime Indexer 2 1 1 22 1255 os 1e era Sore e ad naa o een aho Dania caesisopaeasicesa ce are eai Eau rade paca 70 rs Appendix ssssesexsa3oss vex ves Vs vedd key VERVEREYEXESYVXRVOE Ven rd Fea DOSS IES TON REET IES PES 75 Creating automated workflows Le eeeee eee eee eee eee eee EESE EErEE te sesso ses EEE S 75 install folders work area definitions and functions e eeeee eee eene eee eee enean 75 2 of 76 BASIC User Guide I Prologue The most efficient way to use this manual is to first read Section Il Overview By reading Section II you will gain a general knowledge about how vFILER fits into the document management landscape The next step should be to create the Proof of Delivery workflow discussed in Section IIl How to use it Upon completion of Section Ill you will have a foundation on which you can build more advanced workflows The
33. Process WaTsEIM Help 1X d d X 0E Publish To Folder eu Bs Proof of delive CaptureFromF older Indexer Convert oPDF Output path C Work area and demodata My Output 1 PublishToFolder File management when duplicate files Page management for TIF images ONLY The Publish to Database screen will appear See below 62 of 76 BASIC User Guide at WorkF low Designer Workflow Edit Capture Process Publish Help KARZ tx CAA A n l y al D B Proof of delivery Folder options Database options Output path E PublishT oD atabase E z File management when duplicate files Page management for TIF images ONLY for all types Select the action to be taken when a file of the Write with sequence number 9999 same name already exists in the output folder Overwrite existing file Add to start of existing document C Do NOT overwrite skip c Folder name Drag and drop variables to create a dynamic folder File name Drag and drop variables to create a meaningful file system System From CaptureFromFolder From Indexer Use the Publish to Folder instructions for completing the Folder options tab Select Database options to complete the database connection The following screen will appear See below at WorkF low Designer Workflow Edit Capture Process Publish Help KAHR tx CARR Ahl 7 ARA Proof of delivery CaptureFromFolder Folder options Database options Indexer ConvertT oPD
34. VFILER 3 0 User Manual Basic See Advanced Guide for Additional Functionality Solutions for Resellers AN INTERSECTION Revised May 2006 BASIC User Guide I gt SPIOIOQUE e rr 3 ll OVerVIeW iae 6 Sv 5 oe RE VES BANG ADEA SERERE RNC RED NAGE SHOE TRAN Fa NK REA NEAN A vFILER B Installation Planning C Image formats ae oense 5 65 va ee ra seo eer npa de Iran o riae eese rhon rao oe Teka soo deln sea eae rae RA rna dsDa da sao inen er RUSAN ain D lue EIC i sodais respo E Databases Front End and Back End F vFILER Operational Considerations eee eee eee eee eee eee eene enne tentent entente nn tentent e tentent eun 6 lll How t Uselt siio io eer eeren rarnana EE EUER RE RR EEES A Create User Defined Variables B Create a Workflow Example Proof of Deliveries C Design Capture from Folder 522 eoe ra cou eese tuu no torna rn hir n annee rene ae eda rn ano Dean a naa e aa eisso D DeSigh INdOX his ius seid CETT RTI D RTI E Desisn Convert to PDF 1 es ee egeo oo ee eroe eo eee opo ee Rer eu ea epa o see emo aee sch se eaa Ds eseee gaps eee eee ca seston F Design P blish to Folder 5 7 5 1255 e ope enu ri aou oa eu ru no an tno rn arn ann nere ne ae eda rna no asesina ieissa IV Retrievat systems Setup e Ie sye cies reg vaa SuSE TERRE TRA E ESES dea 27 A Windows
35. ample documents are provided by the Microsoft Access application After processing all the documents 11072 11076 review the C Work area and demodataWy Output VPODS to verify that the images processed properly See below 25 of 76 BASIC User Guide C My Input LZ My Output i2 PODS C3 Bon app 2 2004 O Ernst Handel 2004 O 09 September O Pericles Cornidas clasica zi 2004 O 09 September C Richter Supermarket zi 2004 O 09 September O Simons bistro 2004 O 09 September Because the Capture to Folder option was set as Design mode and not Production mode the documents can be processed again However very important the software remembers the documents processed via a cache to avoid duplicate processing when using the design mode Clear the cache by selecting the Clear button and clearing Capture from Folder or Capture from Email To clear Captured documents which are documents that have been captured and are awaiting indexing located in C work area and demodata Captured use the password CLEAR JOBS Refer to Section IV to learn more about retrieving documents you have processed 26 of 76 BASIC User Guide IV Retrieval systems setup vFILER provides various methods to access data from all workstations All shared folders must be designated accordingly and the desired level of security must be established for both a domain or non domain environmen
36. astPrinted a Properties ESi f29f85e0 Oxd DocLastSaved S Query the Catalog petascddso2 0x5 DocLineCount 3 Internet Information Service ES f29f85e0 Oxe DocPageCount 33 of 76 BASIC User Guide Find the property DocTitle Right click on DocTitle See below H Disk Management ESI T29F8SeQ DocSecurity E Services and Applications ES ee DocSubject Services ES Fs DocTemplate F WMI Control zn DocTjtle E Indexing Service ES zm Docy Properties iB Repository e za Fiet Help LL Directories Piai Filename Property Property Set PEETA Property 0x2 v Cached Datatype VT_LPWSTR Size 4 Y Storage Level By default the DocTitle property has the Cached option checked To search using the index data stored in DocSubject DocAuthor and DocKeywords the Cached option must be set to checked in each of those Properties Those variables have a default of NOT checked It is common to have DocSubject DocAuthor and DocKeywords NOT appear initially upon the startup of Indexing Services They will eventually appear and must be configured properly The basic setup for Indexing Services is complete Following the steps to download and install Adobe iFilter The Help section within Indexing Services can provide assistance with a more sophisticated implementation Install Adobe iFilter Proper installation of Adobe iFilter will cause the index of Indexing Servic
37. atabase MS Access or ODBC compliant can be used by vFILER to store the retrieval keys and the path to the images Advanced backend databases can be used by vFILER including MSDE MS SQL IBM DB2 etc PDRwin is an unlimited client desktop retrieval program included with vFILER used to access images from the Access or ODBC compliant backend databases or Indexing Services F vFILER Operational Considerations Workflows are designed within vFILER to capture process publish and retrieve virtually any document type A user must define the source of the images for the capture component folder or email A user must define the various processing steps required with an emphasis on indexing A user must define how the images are to be processed into the repository A user must define the method of retrieval Many processing functions are dependent on the quality and type of document to be processed For example a dot matrix document may not be suitable for a Zone OCR process or bar code recognition A complete analysis of each document for each application is required to determine what processes can be automated Workflows are created based upon the type of document that is being processed e g credit applications or proof of delivery The workflow designer should name the workflows accordingly Following the designing of a workflow by selecting Design a user can process a single workflow or multiple workflows simultaneously o g
38. ber of seconds between attempts to capture additional documents from the folder Set the Busy poll for the number of seconds between processing files The following screen will appear if the designer selects the File Types tab Select the file type s or Select All for processing 43 of 76 C BASIC User Guide it WorkFlow Designer orkFlow Edit Capture Process Publish Help Options File types Attachments processing PublishT oF older v Process attachments of the file types selected below Encapsulated Postscript Photoshop Image File Paint Shop Pro Image Microsoft Publisher Archive File Sun Raster Image File Raw File Format Windows CompuServe RLE File MIDI File Rich Text Format File Windows Audio File Microsoft Excel Snapshot File True Vision Targa File tiff Tagged Image File Format tub Paint Shop Pro Image Tube tet Text File uue UUEncoded File wav Windows Audin File lt Sort by Allfile types 134 Extension Selected file types 1 Select All Invert Selection C Description Clear Selection Indexer The Indexer component is the most important component within vFILER It defines the variables that vFILER will utilize to perform user defined tasks These tasks include Metadata Writer Convert to PDF Publish to Folder and Publish to Database The indexing component provides the capability for definition of variables linking and creation of lists and interfacing to front e
39. browse through folders and files Other businesses require a backend database with which to retrieve the documents With VFILER a user can select the preferred indexing technology and backend database Note MS Indexing Services is a free robust indexing system discussed later in this manual vFILER supports Indexing Services Access and ODBC compliant backend databases Other business users might prefer to use the cataloging feature of Adobe 5 0 6 0 or 7 0 Professional in conjunction with the free Adobe Reader Section Ill E There are many considerations when planning a document management system Plan ahead Once the documents are scanned and archived it is labor intensive to re scan or re organize the images Image formats PDF is a preferred format especially as the repository image format due to its acceptance as a legal form PDF documents are the defacto standard format used by the internet PDF documents contain metadata which is updated by vFILER for retrieval purposes Group lll or IV single or multi page TIF formats are preferred as the capture image because of advanced image processing capability vFILER can convert the TIF images to a PDF image as a user defined component Metadata Using the vFILER component Metadata Writer or Convert to PDF indexing data are permanently stored within the document Review the metadata contents of a PDF document by opening a PDF document and selecting file properties summary Metadata
40. cessing the front end database Select Lookup as an entry mode The Key Wizard and Settings buttons will appear See below 49 of 76 BASIC User Guide w WorkFlow Designer Workflow Edit Capture Process Publish Help KAHA xX Ga S Ed y h D b Demonstration Workflow Library of User Defined Variables i 80 Save If multiple records found v Auto Start Use First Record Allow Auto Indexing Write All Records LookupVariable PullDownLists Entry Mode E E Constant LookupVariable Cato i iti S Help Maximum length 25 V Field Required Key Wizard Settings Key Data Fields and Variables to assign The best method to defining database connections is to define the keys first Multiple keys may be required to cross reference the data within the database Use the Key Wizard to define key s A key is defined as the data variable used to retrieve a record from a database After selecting Key Wizard the following screen appears See below Lookup Key Editor Common Key Definition Select or create new lookup key Key New Key This key has no dependent variables There are two database connection tab options Common and Key Definition The following instructions explain the use of the Common tab Refer to the Key Definition section for instructions on that tab Common tab Select New Key to define a key The following s
41. ckage InvoiceDate mLa Chang D CustomerPONumber Jack s New England Clsm Chowder 40 9 65 305 00 Vakoren skies 357 50 Wimmers gute Semmeiknode 130 4 322 50 5 218 00 Frege 258 54 Totat 547664 Custld 7 E cte IVE CustomerName SalesCode Jg 3 um SalesmanName 1 Save and Next 2 Save and Index Again 3 Perform Action Export 3 Save and Close p fa a x A am Fn When completed with entering all indexing information select Save and Continue see below 73 of 76 BASIC User Guide Choose action not defined 3 H If multiple records found zl aal Use first record BX AA ze 19 zl 2f E 1 z0 00 o wy Write all records F3 call a lookup data browser Select All Clear All 5 M I l I Il I Invoice Exact matching z qum prre amp noz2 SSS SS SSS eee One Prete Way uM Mise Bate 09 Sep 2003 InvoiceNumber Pier 206 55 5 11072 B le Emst Handel Einst Handal Kirchgasse 6 Kirchgasse 6 Customerld Genz 8010 Graz 8010 ERNSH Austria Austria SalesmanCode S LL Customer i Saesparum Order Date Required ute Shipped Date Shp va 2 11072 ERNSH Margaret Peacock OS May 199 02 Jun 1996 United Package InvoiceD ate 2004 09 01 T 00 00 00 Cheng CustomerPONumber Jack s New England Clam Chowder Po7859 Vahoren skis Wimmers gute Semmetknidel Custld Exact matching sam d CustomerName Erst Handel SalesCode Exact matching
42. creen appears Enter e g KInvoiceNumber Use a K as a suffix to prevent a UDV User Defined Variable and the key name from being the same See below 50 of 76 BASIC User Guide Key name ki nvoiceNumbed Cancel KInvoiceNumber will be a key that will de defined Select OK See below L Lookup Key Editor Common Key Definition Select or create new lookup key Key KlnvoiceNumber Rename Key Remove Key This key has no dependent variables Database Settings Database E Select database or define new connection Table The table to lookup Key field S Field in a database table to compare with a value of Key Select the browse ellipse button for Database or select from a database already defined using the pull down option See below Database connection Name Path User Password Delete X Cancel Select the Jet option to access a Microsoft Access database mdb Select the ODBC to access any ODBC connection Enter a database name e g Northwind Browse to the database using the ellipse button Optionally enter User and Password Select Delete to delete a connection Select OK See below LE Database connection Jet C ODBC Name Northwind Path C Work area and demodata D atabases Wholesale Distribution Security info Set workgroup file User Password Delete
43. d Folders E Local Users and Groups t Performance Logs and Alerts 2 Device Manager 5 Storage 3 Removable Storage Disk Defragmenter zx Disk Management E Services and Applications Services WMI Control B Eee if Repositor SUAE E Direct C Prope ig Quer New 1 Internet Info lt All Tasks View New Window from Here Step 1 Stop Export List Step 2 run F Step 3 chan HK ASS Properties 32 of 76 BASIC User Guide The service will start and the catalog name Repository the Total Docs Docs to Index etc will appear See below Computer Management a File Action View Window Help e amp g Computer Management Local 0 0 Bs System Tools lRepo CwIN aj Event Viewer Shared Folders E Local Users and Groups Performance Logs and Alerts Device Manager z eg Storage Removable Storage Disk Defragmenter Disk Management Be Services and Applications Services WMI Control CJ Directories ca Properties s Query the Catalog EE Internet Information Service gt n Computer Management g Fie Action View Window Help e 2 E Computer Management Local il System Tools ES dscddso2 DocPartTitles ia Event Viewer ES dscdds02 DocCompany Shared Folders ES dscdds02 E Local Users and Groups d5cdd502 Performance Logs and Alerts 5 Device Manager gS dscdds02 DocLineCount d5cdd
44. de is found the program will scan to the next occurrence of a bar code and the document wii be split at that page The program will scan for the next bar code and so on until ai pages have been read and separated You may optionally not include the bar code separator page in the final document BarcodeReader Separate multi page tif documents into individual documents by bar code recognition Remove bar code page from final separated document The presence of a bar code in a designated position will trigger the separation process Normally when using this component a workflow is designed to separate the multi page TIF document into smaller TIF documents directly into a folder Another workflow designed to process the split documents is running at the same time H Imprinting Overview The Imprinting component is used to imprint digital information on a Tif image The designer can choose the text to print etc and the position on the document This component is under development 61 of 76 BASIC User Guide l Publish to Folder Overview The Publish to Folder component is used to create dynamic Windows folder and file structures Careful planning is required to accomplish the document management goals The designer should have a working knowledge of Microsoft folder and file structures See Section Il F Design Publish to Folder to learn how to use this component J Publish to Database vFILER prov
45. ecute Select the Condition column to pull down the choices See below Database Documents Retrieval InvoiceNumber EQUALS LIKE GREATER THAN LESS THAN Add line Clear line Add all fields Remove unfilled lt lt Back Execute 38 of 76 BASIC User Guide BASIC User Guide Select the Value column to enter a search value See below InvoiceNumber EQUALS Add line Clear line Add all fields Remove unfilled lt lt Back Execute Select the Execute button to find relevant records See below CustomerN ame 2004 09 01T0 PO7859 Emst Handel lt lt lt Back Double click on the line or highlight the line and select View See below 39 of 76 11072 BASIC User Guide fA qp TRADERS Ome Portals Way Twin Poims WA 98156 Phone 1 206 555 1417 Fax 1 206 555 5938 StipTe Ernst Handel Kirchgasse 6 Graz 8010 Austria Ernst Handel Kirchgasse 6 Graz 8010 Austria lavoice Customer i Salesperson Order Date Required Date Shipped Date Ship Via 11072 ERNSH Margaret Peacock 05 May 1998 02 Jun 1998 United Package a hr i a rt eel el Chang B O 152 00 Jack s New England Clam Chowder 40 ov 386 00 Valkoinen suklaa 357 50 Wimmers gute Semmelkn del 4 322 50 5 218 00 258 64 5 476 64 For more sophisticated searches use the Add Line Clear Line Add All Fields and Remove Unfilled lines See an example below Database Documents Ret
46. ems IV Process messages with attachments only Select the Attachments tab if visible The PDF only version will NOT show this option Select the file type s by highlighting the file type or Select All it WorkF low Designer orkFlow Edit Capture Process Publish Help Eram ER So X G c9 GLAAIP BRB Capture from Outlook CaptureFromOutlook Outlook Attachments Options Attachments processing IV Process attachments of the file types selected below tle Windows CompuServe RLE File mi MIDI File rtf Rich Text Format File snd Windows Audio File snp Microsoft Excel Snapshot File tga True Vision Targa File tiff Tagged Image File Format tub Paint Shop Pro Image Tube txt Text File uue UUEncoded File wav Windows Audio File wav Windows Audio Files wax Media Playlist wk1 Lotus 123 Files wk2 Lotus 123 Files wk3 Lotus 123 Files wm Windows Media File wma Windnws Audin File gt Sort by l Il All file types 134 e an Eea Selected file types 1 TEn Invert Selection CUBE Clear Selection Select the Options tab to choose the preferred method of processing the email body Mark transaction as read or not and optionally alter the email polling sequences See below 42 of 76 BASIC User Guide it WorkFlow Designer orkFlow Edit Capture Process Publish Help MaRS oX Gea Gere il 8 Capture from Outlook CaptureFromOutlook Outlook Attachments Options Save Body Save body as text t
47. es to include PDF metadata and the searchable text of a PDF document Download and install the free Adobe iFilter 6 0 from http www adobe com To rescan a directory within Indexing Services Re create the index rescan without consequence This is helpful in the event of hardware failure data corruption changing of the configuration e g changing the Properties to Cached after installation of Adobe iFilter etc To rescan a directory click on Directories under Repository Right click on the directory to rescan Select All Tasks Select Rescan Full To test Indexing Services to see if it is functioning properly To test Indexing Services determine what data is available within the PDF images in the Repository 34 of 76 BASIC User Guide Are they searchable Use the find option of Adobe products What are the values of the metadata Title Subject Author and Keywords Use the File gt Document Properties Summary of Adobe products Select Query the Catalog The following window will appear See below Omputer Management Loca T of enirn Indexing Service Query Form 2 Shared Folders T Local Users and Groups Enter your free text query below E Performance Logs and Alerts ii Device Manager Search Gy Storage Standard query free text Removable Storage E C Adwanced query j Disk Defragmenter x Disk Management Tips for searching fp Services and Applications Sort by Rank Z Order by
48. exing After documenting all required user defined variables begin to build a workflow User defined variables can be stored within the UDV Library using the Save option within Indexer setup for use by other workflows B Create a Workflow Example Proof of Deliveries The documents this workflow will process are common with anyone who delivers merchandise or services to another The customer s signature is required to prove that 8 of 76 BASIC User Guide the products or services have been received Typically this is done through a manual filing system that can be cumbersome to use and is not easily managed vFILER can process the scanned documents index them file them electronically and retrieve them from any workstation The vFILER demonstration software includes 5 sample documents located in C Work area and demodata My Input Northwind Tifs file names are 11072 TIF through 11076 TIF The variables required for indexing in this sample workflow are Variable 1 InvoiceNumber 5 characters Text Manual Required No mask only used in File structure Variable 2 CustomerName 25 characters Text Manual Required No mask only used in Folder structure Variable 3 InvoiceDate 12 characters Date Manual Required No mask only used in File structure Variable 4 InvoiceAmount 10 characters Currency Required No mask only used in File structure Note The names assigned for User Defined Variables can be
49. follow Position the cursor to the left of From Indexer and click once to expand it The available variables will appear Position the cursor to the variable named CustomerName and click once It will be highlighted in blue In a separate step drag the variable to the right of under the Folder Section and release The variable name will appear to the right of Position the cursor to the right of the variable CustomerName and depress Insert or right click to allow selection of Insert Delete Another block will appear Type a and depress Enter This will designate a sub folder to follow See below a WorkF low Designer Workflow Edit Capture Process Publish Help KAPRBSa x Ge AE Ad l y Oo aR B Proof of delivery CaptureFromF older Indexer ConvertToPDE Output path C work area and demodata My Output PublishT oF older File management when duplicate files for all types write with sequence number 9999 C Overwrite existing file Page management for TIF images ONLY Select the action to be taken when a file of the same name already exists in the output folder LO C Do NOT overwrite skip SJ Folder name Drag and drop variables to create a dynamic folder PODS CustomerName File name Drag and drop variables to create a meaningful file system 3S System PODS From CaptureFromF older CustomerName From Indexer InvoiceNumber Custome
50. ftekBarcode dll The purpose of each folder is as follows Captured When a file has been captured by the Captured from Folder or Capture from Email component the source file is retained or deleted as a function of the switch 75 of 76 BASIC User Guide setting in Capture from Folder Production mode will delete Design mode will retain the file is placed in the Captured folder This becomes work in process Two files are created for each file captured One with an extension dat and one with an extension xml The dat file contains the image and the xml contains data related to the image The image file can be opened by using the open with option and using a TIF viewer for TIF images or Adobe reader for pdf images The xml file can be opened with Notepad or an xml editor Files within the Captured folder can be cleared using the CLEAR command by entering the password CLEAR JOBS or deleted through explorer The files within the Captured folder are named with a unique name starting with the workflow name Therefore images captured into the Captured folder can be exported out of work in process by workflow name Experienced users can do so by using the DOS command rename Steps from Start menu select Run From Run enter cmd The DOS command prompt window should appear Enter cd return to root Enter cd work area C work area and demodata path should appear Enter cd cap the subfolder captured should appear En
51. fy Options Log Clear Restore About WORKFLOWS Status To Index Aborted Processed Active Lastprocess 1 e Proof of delivery Run options Select document processing mode Capture Index and Process Batch this selection will continuously monitor the source folder to capture new files for subsequent continuous indexing and processing C Capture Only Batch this selection will ONLY continuously monitor the source folder to capture new files C Index only Batch n this selection will ONLY allow the Indexing of captured files Proof of delivery Nate setting the Auto start Indexing option is recommended Process only Batch e rss this selection will ONLY process previously Captured and Indexed files ndexer Ey e ConvertT oPDF d Mes melins only ent e PublishToFolder this selection will continuously monitor the source folder to capture new ie files and also allow Indexing of captured files Note setting the Auto start Indexing option is recommended Capture and Index only Interactive process this selection will capture one file at a time and will allow the indexing of that file before another file is captured Note select Batch process only to finish processing the files X Cancel 24 of 76 BASIC User Guide The workflow will begin to capture documents Select a file on the right To Index to index by double clicking on the file name 11072 pdf See below Note
52. hecked in the Indexer component within Designer the operator must double click on the displayed captured file on right under To Index column 70 of 76 BASIC User Guide The Indexer displays the file see below For maximum document processing functions the source documents should always be TIF documents a Entry 11074 tif Choose action index to page If multiple records found Use first record Write all records F3 call a lookup data browser Select All Clear All Invoice B su InvoiceNumber Customerld SalesmanCode InvoiceD ate CustomerPO Number Custld 3 CustomerName SalesCode amp SalesmanName 1 Save and Nest 2 Save and Index Again 3 Save and Close I zj zi a E ze 58 59999 Bo oss NORTHWIND TRADERS One Portals Way Twin Points WA 98156 Phone 1 206 555 1417 Fax 1 206 555 5938 hip To Simons bistro Vinb ltet 34 K benhavn 1734 Denmark Perform Action Esport Use the Use First Record option when duplicate records are found within the database but the operator wishes to NOT have the Indexer stop and require a selection of the correct record For purposes of this workflow the first record contains sufficient data to process the file Use the Write All Records options when duplicate records are found within the database and the operator wishes to have
53. hese steps until all variables 1 4 are built using the following parameters e Variable 1 InvoiceNumber 5 characters Text Manual Required e Variable 2 CustomerName 25 characters Text Manual Required e Variable 3 InvoiceDate 12 characters Date Manual Required e Variable 4 InvoiceAmount 10 characters Currency Manual Required E Design Convert to PDF Select Convert to PDF component from Process pull down menu see below x WorkF low Designer Workflow Edit Capture MAGES Publish Help 1d BR E indexing Aka 3 RR A Proof of d Eep on Convert To PDF CaptureFromFolder d Metadata Writer PublishT oF older Ill Barcode Reader Imprinting Using the up arrow move Convert to PDF to below Indexer and above Publish to Folder see below 14 of 76 BASIC User Guide 1 WorkF low Designer Workflow Edit Capture Process Publish Help KATRS x Gea HEX 4 vy mE B Proof of delivery CaptureFromF older Library of User Defined Variables ConvertT oPDF X Ad Save Remove PublishT oF older If multiple records found v Auto Start Use First Record T Allow Auto Indexing Write All Records Enter path for Auto Export fo 2 o 3 2 InvoiceNumber lnvoicoNumber 5 CustomerName Rs InvoiceDate Entry Mode Manual Psi Invoice amp mount o s Help a Maximum length b IV Field Required Fie fe The following screen will appear when you select Convert to PDF This componen
54. iceNumber under File Section and depress Insert or right click to allow selection of Insert Delete Another block will appear Type a space and depress Enter This will designate a space between file names File names can be 256 characters Use the order of file names wisely so they appear in the order desired Position the cursor on the From Indexer variable InvoiceDate and click once It will be highlighted in blue In a separate step drag the variable to the right of the space entered under File Section and release The variable name will appear Position the cursor to the right of InvoiceDate and depress Insert or right click to allow selection of Insert Delete Type a space and depress Enter Position the cursor to From Indexer variable InvoiceAmount It will be highlighted in blue In a separate step drag the variable to the right of the space entered under File Section and release Verify that the file and folder structure is correct See below 22 of 76 BASIC User Guide a WorkF low Designer Workflow Edit Capture Process Publish Help KARE Cx Gr Ak Ahl y R SR b Proof of delivery CaptureFromF older Indexer 3 ConvertToPDF Output path C Work area and demodata My Output PublishT oF older File management when duplicate files Page management for TIF images ONLY for all types Select the action to be taken when a file of the Write with sequence number 9999 same name already ex
55. ices and Applications Local Users and Groups a Performance Logs and Alerts t ste Device Manager torage Removable Storage Disk Defragmenter pe Disk Management EJ Services and Applications Services WMI Control 83 Indexing Service t EE Internet Information Service a See below New All Tasks New Window from Here Properties Help Tune Performance Select Tune Performance The following menu will appear See below Indexing Service Usage How often is Indexing Service used on this workstation Indexing Service Usage O Used often O Used occasionally Q Never used Select Customize The following menu will appear See below 30 of 76 BASIC User Guide Desired Performance Determine the level of desired performance Please note that higher performance causes higher resource utilization Indexing Service Performance Lazy Instant Indexing j Low load High load Querying j Slide the dials to Instant and High load as shown above Select OK Note This will allow indexing to take place immediately Change the setting at any time Right click on Indexing Services Select New then select catalog The following window will appear Location Browse Enter Repository in Name Select Browse button Browse to and select C WINDOWSsystem32 The screen will appear as below Select OK Name Location C WINDOWS system32 The following warning
56. ides the capability to create and update a backend database using mdb Access Jet or ODBC compliant database This component also allows creation of the dynamic folder and file structures and the creation of tables and columns for the backend database The following instructions will use the Proof of Delivery workflow that was created in Section Il as a foundation A Publish to Database component will be added LOAD the Proof of Delivery workflow See below at WorkF low Designer Workflow Edit Capture Process Publish Help Ka Be OX Gea Ak A ml Po BR Proof of delivery Output path C Work area and demodata My Output FS PublishT oF older File management when duplicate files Page management for TIF images ONLY for all types Select the action to be taken when a file of the Write with sequence number 9999 same name already exists in the output folder C Overwrite existing file c C DoNOT overwrite skip f Folder name Drag and drop variables to create a dynamic folder CustomerN ame SystemD ateTime SystemDateT ime YYYY MM MMMM File name Drag and drop variables to create a meaningful file system L1 frg uns InvoiceDate Invoice amp mount e System PODS From CaptureFromF older CustomerName From Indexer 2005 06 June InvoiceNumber InvoiceL gt Select Publish to Database from the Publish pull down menu See below x WorkF low Designer Workflow Edit Capture
57. ing screen will appear when you select Metadata Writer This component is used when the source image format is PDF and the repository image is PDF The designer can populate the PDF metadata with data accumulated during workflow processing The metadata can then be searched by using the PDRwin client If the source document is a TIF format the correct component to populate metadata is Convert to PDF it WorkF low Designer orkFlow Edit Capture Process Publish Help p dm E ER 0 X Ga 08 XD7 6 il E ES S PublishToFolder Keywords System From CaptureFromFolder From Indexer Expand From Indexer by selecting the The variables added during the Indexer step will appear See below Highlight InvoiceNumber in example below by clicking on it it WorkF low Designer orkFlow Edit Capture Process Publish Help Mab Ba aX eLA E490 88 B Proof of Delivery Author Metadatawriter PublishT oF older Subject Keywords System From CaptureFromFolder InvoiceNumber CustomerN ame InvoiceD ate Invoice amp mount In a separate operation drag the variable to the metadata field called Author and release The variable name should appear in the property 55 of 76 BASIC User Guide ax WorkFlow Designer WorkFlow Edit Capture Process Publish Help KAHR ex Gea Ak Aml P E RS B Proof of Delivery CaptureFromFolder Indexer Metada
58. installation of vFILER includes sample workflows and sample data Within the path of C Work area and demodata Documentation is a pdf document The Perfect Demo Print and read the document Run the four workflows described within the document and retrieve your documents after processing Becoming very familiar with these workflows will allow you sell or use the product more effectively Note You are encouraged to modify the sample workflows to your own specifications The workflows and related data are stored in C Work area and demodata vFILERDATA Backup and can be restored easily 3 of 76 BASIC User Guide ll Overview A vFILER vFILER is a sophisticated document processing application vFILER is NOT a scanning solution There are no TWAIN or ISIS scanner drivers nor scanning software included within vFILER The manufacturers of scanners and Multi Function Printers MFP provide the most optimized drivers and software for their own equipment vFILER is device independent vFILER can process virtually any image type however maximum image processing capability can best be performed on Group IV single or multi page TIF documents The vFILER begins to work only AFTER an image has been created That process is called Capture There are two methods to capture images The first is Capture from Email This process interfaces with MS Outlook and provides many features and options to capture attachments and text body of received emails
59. ion the cursor to the right of the variable SystemDateTime and depress Insert or right click to allow selection of Insert Delete Another block will appear Type a and depress Enter This will designate a sub folder to follow Position the cursor again to the system variable SystemDateTime and click once It will be highlighted in blue In a separate step drag the variable to the right of the under the Folder Section and release Another occurrence of SystemDateTime will appear to the right of Note this will be used for the Month folder See below 19 of 76 BASIC User Guide x WorkF low Designer Workflow Edit Capture Process Publish Help Kae 9x Ge acre ail Po l S Proof of delivery CaptureFromF older Indexer i Convert ToPDF Output path C Work area and demodata My Output mi PublishT oF older File management when duplicate files Page management for TIF images ONLY for all types Select the action to be taken when a file of the Write with sequence number 9999 same name already exists in the output folder C Overwrite existing file OI Do NOT overwrite skip n Folder name Drag and drop variables to create a dynamic folder PODS CustomerName SystemD ateTime i SvstemDateTimel File name Drag and drop variables to create a meaningful file system System SystemD ateT ime CustomerName UserName 2005 06 03T15 20 35 ComputerN ame 2005 06
60. ions Services WMI Control 3 Indexing Service D EE Internet Information Service Name We system Tools ij Storage Be services and Applications Right click on Indexing Services The following screen will appear See below Start New All Tasks New Window from Here Properties Help If the service is started Stop in BOLD then Stop the service by selecting Stop If the service is stopped Start in BOLD then select properties The following window will appear See below 28 of 76 Indexing Service Properties Generation Tracking Inheritable Settings v Index files with unknown extensions v Generate abstracts Maximum size in characters 320 Select the options as shown above BASIC User Guide Select Tracking tab See above The following window will appear See below Indexing Service Properties Generation Tracking Inheritable Settings v Add Network Share Alias Automatically Select the options as shown above Select OK Enlarge Indexing Services by selecting the See below The computer being used may display configured catalogs Right click on each catalog and select delete until there are no catalogs 29 of 76 See below BASIC User Guide E Computer Management File Action View Window Help m eu Name la System Tools Wil System Tools gj Event Viewer Sa Storage Shared Folders Gi serv
61. ish Help T ERO 5X G5 118 X 745 7 5B Bw Proof of Delivery CaptureFromFolder NN Options File types Indexer PublishT oFolder Attachments processing V Process attachments of the file types selected below pub Microsoft Publisher rar Archive File ras Sun Raster Image File raw Raw File Format tle Windows CompuServe RLE File rmi MIDI File rtf Rich Text Format File snd Windows Audio File snp Microsoft Excel Snapshot File tga True Vision Targa File tiff Tagged Image File Format tub Paint Shop Pro Image Tube txt Test File uue UUEncoded File way Windows Audio File way Windows Audio Files wax Media Playlist wk1 ntis 123 Files lt Sort by il Select AIl Allfile types 134 iP Extension erect amp Selected file types 1 E Invert Selection arand Clear Selection D Design Indexer Select Indexer from workflow operations on left below Capture from Folder Select to add a new variable See below Note The button is used to add a variable to the workflow The is used to delete a variable from the workflow The up and down arrows are used to re order the variables within a workflow The Add button is used to create a new variable in the workflow FROM the variable library The Save button is used to save a variable from the workflow INTO the variable library The Remove button us used to remove variables FROM the variable library 12 of 76 BASIC User Guide st Work
62. ists in the output folder C Overwrite existing file Cc C Do NOT overwrite skip c Folder name Drag and drop variables to create a dynamic folder PODS CustomerName SystemDateTime SystemD ateT ime YYYY MM MMMM Filename Drag and drop variables to create a meaningful file system InvoiceNumber InvoiceDate ilInvoice amp mountl System SystemD ateTime CustomerName UserName 2005 ComputerN ame 26S 06 June FlowN ame InvoiceNumber InvoiceD ate Invoice amp mount ID From CaptureFromF older From Indexer InvoiceN umber CustomerN ame InvoiceD ate neo nou Use the Mask Editor for file names by following the instructions provided earlier for folders Unlimited folders can be published using multiple Publish to Folder components To add an additional Publish to Folder component select Publish from the vFILER menu select Publish to Folder A new Publish to Folder component will be added to the workflow which must be configured Each Publish to Folder component can create a unique output dynamic folder structure Save the workflow by clicking on the floppy disk icon or select the workflow menu to save save as Although you may save the workflow to any location workflows are normally saved in C Workarea and demodata Workflows Exit the Design window by selecting X upper right option or by selecting workflow gt exit or Alt X Note The workflow name can
63. ith the database columns This is done by selecting the Settings button See below x WorkFlow Designer Workflow Edit Capture Process Publish Help IKd EE x Gel Sse all PU E ES Library of User Defined Variables M Save If multiple records found V Auto Start Use First Record Allow Auto Indexing Write All Records r LookupVariable du T PulDownLists Entry Mode P LookUp X C Constant LookupVariable Cato Help a Maximum length 25 IV Field Required Key Wizard Key Data Fields and Variables to assign The following screen will appear 53 of 76 BASIC User Guide ld Lookup Variable Editor Select Key from list or create it via Key Wizard Then define the data structure that will fill the variable on run time Drag and drop variables to create a dynamic Data value structure from list of variables System From CaptureFromFolder For each Lookup variable select the key to use from the Key pull down list Note the variable MUST be defined as a Lookup variable for any data extracted from the front end database and mapped appropriately Select the to enlarge the database table name Transaction History to show available columns See below ge ld Lookup Variable Editor Key KInvoiceNumber Select Key from list or create it via Key Wizard Then define the data structure that will fill the variable on runtime
64. message will appear because the service is off Select OK rz New Catalog Created Catalog will remain off line until Indexing Service is restarted The following menu appears Right click Repository Select New Select Directory 31 of 76 BASIC User Guide g Computer Management Fie Action View Window Help om o Im Computer Management Local g i i Total Docs Dacs to Index z System Tools Pilrepo aj Event viewer kJ Shared Folders z Local Users and Groups Performance Logs and Alerts amp Device Manager E amp Storage g Removable Storage Disk Defragmenter Disk Management T Services and Applications Services WMI Control S f Indexing Service Ril Repository 3 Internet Information Services Alias UNC Account Information Include in Index Yes User Name Password Ono Cancel Select the Browse button and browse to C Workarea and demodata My Output Note This is a desktop local setup For a shared environment it is IMPORTANT that Alias UNC be used The proper syntax is computername sharename Upon return to Computer Management right click on Indexing Services and select Start See below I Computer Management ml File Action View Window Help R gt Computer Management Local Catalog Location Size Mb Total Docs Docs to Index f System Tools Repo C WIN fg Event Viewer Share
65. n mode Documents will be retained and cache turned ON Idle polls 30 t Busy polls 1 Optional text string to Find only Files containing this text Several masks delimited by commas may be specified Enter 1107 in Search Mask for file name see above This will capture only documents starting with 1107 Skip the search options section and select the Design mode option under post processing This will allow the processing of the same documents multiple times while learning vFILER In production work the setting would be Production mode Use the default polling sequences of 30 second idle poll number of seconds between attempts to find documents within the designated folder and 1 second busy poll number of seconds between processing of found documents To reduce processing overhead during production set the Idle polling interval higher See below ptions File types Input path and options C Work area and demodata My Input Northwind Tifs P MV Include Subfolders Search Mask for file name 11071 Criterion of search in file i a Case Sensitive Date from amp 3 2008 v amp 3 2008 v Size larger zz zz Post processing Production mode Design mode Documents will be retained and cache turned ON Idle polls 30 t Busy polls 1 11 of 76 BASIC User Guide Select File Types tab Select Tif documents see below at WorkFlow Designer Workflow Edit Capture Process Publ
66. nd databases for purposes of validation and extraction To learn the basics of using the Indexer component create a sample workflow using the instructions from Section II by creating a Proof of Delivery workflow This section will focus on the advanced features of Indexer After selection of Indexer the following screen will appear Use the Auto Start option to automatically display images captured files Use the Auto Indexing option to automatically index the captured files known as a automated workflow An example of this feature is to use the results of zoned OCR or Bar Code Reader to automatically enter a key into the indexing process to create an operator unattended validated workflow Use the Auto Export option in conjunction with Auto Indexing to export files that were NOT validated by a database lookup to a user defined export path If a path is NOT designated the workflow will be interrupted for non validated files and will require manual indexing exporting or correction of the database key Use the Use First Record option when duplicate records are found within the database but the designer wishes to NOT have the Indexer stop and require a selection of the correct record For purposes of this workflow the first record contains sufficient data to process the file Use the Write All Records options when duplicate records are found within the database and the designer wi
67. nnection Table Transaction History The table to lookup Key field InvoiceNumber VARCHAR zi Fieid in a database table to compare with a value of Key Select OK to return to the Indexer component to define the remaining keys using the Key Wizard Key Definition tab The Key Definition tab is only used when the key is NOT manually entered vFILER can process documents automatically by using data from OTHER variables as the key See the Appendix for designing automated workflows An example would be using the 52 of 76 BASIC User Guide OriginalFilename variable from the Capture from Folder component to feed the Indexer with the key value or the results of a zone OCR or Bar code recognition Select the Key Definition tab for the key being defined Select the button to enlarge Capture FromFolder Select the variable OriginalFileName with a mouse click In a separate step drag the variable to the Key Value box See below Lookup Key Editor Common Key Definition Key value Drag and drop variables ta create a dynamic Key structure from list ot variables The value will be compared with field in database table From CaptureFromFolder a GrandParentFolderN ame ParentFolderN ame FileName OriginalFilename FileSize FileTypeDescription X Cancel After the keys have been defined the designer must map the UDV User defined variables w
68. of 76 BASIC User Guide Ill How to Use It A Create User Defined Variables The first step in creating a vFILER workflow is to e create User Defined Variables UDV e determine what databases with which vFILER can interact e what indexing fields are intended for use e the repository folder file structure to use e identify what indexed system or database to use for retrieval purposes Before launching vFILER document each field name the size number of characters the type text integer date currency and how it is entered manually from a pull down list from a database from zone OCR from a barcode as a constant required field or not or mask required The following layout will be helpful to plan the designing of User Defined Variables UDV User Defined Variable Layout Document Name Name of collection of user defined variables Front end Database Name of front end database Path location of front end database Back end Database Name of back end database Path location of back end database Date Designer Variable 1 Name Size characters Type Text Integer Date or Currency Entered Manually From a List From a Database Constant From OCR From Barcode Required Yes or No Mask Required Yes or No Used in Folder structure Yes or No Used in File structure Yes or No Repeat for User Defined Variables 1 through nth User defined variables are entered within the Design component under the step Ind
69. of Indexing Services and the program PDRwin deployed to each workstation PDRwin will allow multi user inquiry via keyword logic through the searching of the PDF text layer using Free text search if the document is made searchable via OCR and the indexing data stored in the metadata using All file properties Title Author Subject Keywords of a PDF document after running a vFILER workflow Security is based upon the properties established for each folder and file Careful planning is required to achieve the level of security demanded Folders within the repository must be shared to allow multi user inquiry IDR setup In a shared network environment the catalog name is query fishereflow Repository where gt gt fishereflow computername that is running IIS Internet Information Services See below KF Indexed Documents Retrieval What do you want to search for Search in all attribute Change Select which kind of search All file properties Search Query language Freetext search Bo Catalogs Repository Directories _x Browse Database Document Retrieval a desktop client based inquiry program Requirements include the availability of a backend database mdb or ODBC connection to be properly configured See below 36 of 76 BASIC User Guide Database Documents Retrieval Select configuration Browse for WOR
70. on to view the number of remaining launches and documents to publish 69 of 76 BASIC User Guide VII Section VI Using the RUN function Following the selection of the RUN function the series of user definable steps will begin to process Files will be captured by either the Capture from Folder or Capture from Email and placed into the C Work area and demodata Captured folder for processing In an automated workflow functions such as Bar Code Reader or Zoned OCR are normally the next functions used for purposes of generating a key that is used during the validation step of a database lookup See Section VII Appendix A Creating automated workflows Depending on the switch settings within the Indexer component Auto Start if ON image will display automatically Auto Index if ON the operator will NOT be required to approve a valid database lookup Auto Export if ON files that are NOT validated during the Auto Index process are automatically exported to a user defined path to allow for a truly automated workflow Users should always reconcile the captured file counter with the published counter Discrepancies between the counts should be further reconciled with the export folder and the files should be reviewed to determine the reason they were not processed Select the RUN option you wish to use see below Run options Select document processing mode Capture Index and Process Batch this selection will
71. oom in Select or enter to zoom Select to zoom out Select Best Fit Select Show page only no thumbnails Select Show page with thumbnails Select Thumbnails only Select Start page Select Go back one page Select enter page number Select Go forward one page Select End page Select Restore image Select Help under development Page Processing above image controls see below Choose action Index to Page this function is used to perform on line separation and indexing of multi page tiffs Position the cursor on the thumbnail of the LAST image of the set of pages you want to separate and index Notice the page number changes to the right of Choose action Select Perform Action see below The pages selected will be separated and allow indexing 72 of 76 BASIC User Guide x Entry multipage bar code separation tif Choose action index to page X n m If multiple records found write all records Use first record e 9 AA s 18 60000 x i E id ay zl M e a F3 call a lookup data browser gt E Select All Clear All z LUUTIE Invoice i 4 TRADERS 3 e Pris Wa Team Pours 4 MUSS InvoiceNumber Phoen 1206 315 0417 Fax NS III II Sle Emst Handel Emst Handal Kirchgasse 6 Kichgasse 6 Genz 8010 Genz 8010 Austria Austria Customerld SalesmanCode mwe Customer i IL Orter Date L Ad 348 1 She va 11072 ERNSH Margaret Peacock OS May 1998 02 Jun 1998 United Pa
72. pear as a description of the variable during the indexing step Optionally enter data into Help The data entered will pop up when the cursor is positioned to this variable during the indexing step Optionally change the size of the variable Optionally select to make the variable visible during indexing Check mark indicates visible See below at WorkFlow Designer Workflow Edit Capture Process Publish Help KAUAS xX G537 45WM 2BR Bb Demonstration Workflow CaptureFromFolder Library of User Defined Variables B Save If multiple records found MV Auto Start Use First Record Allow Auto Indexing Write All Records d en eee 92 Ds rs ManualEntry Constant Dn VariableEntry T PullD ownLists Entry Mode c Constant E C E Caption Help Maximum length 25 I Iv Field Visible 2008 The constant value 2005 was entered in the example above Using the Lookup entry mode The database lookup feature will interface with a front end database A front end database is used during image processing to facilitate the indexing of documents The front end database will allow for validation and extraction of data Note A backend database is updated as a result of document processing A backend database is used for retrieval purposes The following discussion will be related to making a front end database connection however the backend database can be updated with the results of ac
73. purpose of each file is as follows DPLA exe This utility is used to create and manage xml lists used for the entry mode Pull down lists It can also be launched within vFILER when using the entry mode Pull down lists exe This is the full version name of the application program iSED dll This utility is used during the Convert to PDF component PDRwin This is the client retrieval program that contains both the Database Document Retrieval DDR and the Indexed Document Retrieval IDR programs SoftekBarcode dll This is the nag version of the optional third party bar code recognition software 76 of 76
74. r platforms however it will run as an application not as a service Scalability can be best achieved by load balancing through the deployment of multiple indexing workstations The main function of vFILER is indexing vFILER is middleware that resides within a Microsoft operating environment Documents are captured from user defined Microsoft folders or Outlook email documents are processed through user defined indexing processes manual semi automatic or automatic and documents are published by vFILER to a user defined Microsoft repository Explorer Access or ODBC compliant databases vFILER is tightly integrated with Microsoft tools such as Outlook and Explorer In addition free software from Microsoft and Adobe such as Indexing Services Windows 4 of 76 BASIC User Guide Explorer and the free downloadable Adobe Reader and PDF iFilter are used in conjunction with vFILER Installation Planning It is important to prepare for the implementation of a document management system Review the documents that will be archived e What is the quality e Who uses them e How are the documents retrieved How are they organized now e The most important factor to consider is How will the documents be retrieved Knowing the criteria to retrieve the documents will dictate the required processes to design into workflows The method of retrieval is also important Some businesses are content with using Windows Explorer to
75. r selection Input folder Include Subfolders Filter From To Criterion of search Search or Sender Recipient Subject Body Anywhere Date from xi Case Sensitive Affects 1 h attachi l P EEN Process messages with attachments only Readitems only Allitems Use the ellipse to browse to the desired Outlook Input Folder Select the Include Subfolders option to have sub folders processed Use the Filter section to select a desired From or To and enter search rules for capturing only those specified transactions Enter a Search criterion Select for help Additional Search help can be found in the Appendix Select a section of the email transaction to search or select Anywhere 41 of 76 BASIC User Guide Select a date range and indicate if the search is case sensitive Select to process transactions with attachments ONLY option Select to process read emails unread emails or both See below it WorkF low Designer orkFlow Edit Capture Process Publish Help KAAS ox Gc EXE 5 b Capture from Outlook CaptureFromQutook Outlook Attachments Options Folder selection Input folder Inbox v Include Subfolders Filter From SR m To Criterion of search test Searchfor Sender Recipient v Subject Body Anywhere Date from zj el c T Case Sensitive Affects C Unread items only Read items only Allit
76. rN ame InvoiceD ate Invoice amp mount Position the cursor to the left of System and click once to expand it The available variables will appear Position the cursor to the variable SystemDateTime and click once It will be highlighted in blue In a separate step drag the variable to the right of under the Folder Section and release The variable name will appear to the right of Note this will be used for the YYYY year folder See below 18 of 76 BASIC User Guide x WorkF low Designer Workflow Edit Capture Process Publish Help KATRS TX Ga EE v aaa amp Proof of delivery CaptureFromF older Indexer ConvertToPDE Output path C Work area and demodata My Output mi Publish T oF older File management when duplicate files Page management for TIF images ONLY for all types Select the action to be taken when a file of the Write with sequence number 9999 same name already exists in the output folder C Overwrite existing file Ce Do NOT overwrite skip ej Folder name Drag and drop variables to create a dynamic folder PODS CustomerName 4 SystemDateT ime File name Drag and drop variables to create 2 meaningful file system System SystemD ateT ime UserName ComputerN ame FlowN ame ID From CaptureFromFolder From Indexer InvoiceNumber CustomerN ame InvoiceD ate neo anoun CustomerName 2005 06 03T15 20 35 Posit
77. rieval InvoiceNumber SalesmanCode InvoiceDate Add line Clear line lt lt Back EQUALS 11072 GREATER THAN 1 GREATER THAN 030405 Add all fields Remove unfilled Execute Note Structured queries can be saved to save time when entering search criteria 40 of 76 BASIC User Guide V Instructions for each workflow component A Capture from Email Overview This component requires Microsoft Outlook not Outlook Express as a prerequisite The purpose of Capture from Email is to process unread read or both email transactions through user defined disciplined systematic and structured procedures Once an email transaction has been captured using optional sophisticated search techniques the workflow can be designed to process attachments and email content in a series of user defined steps Select the component Capture from Email checkmark should appear during the design Design button of a new workflow to capture PDF documents from Outlook See below Define New WorkF low Name Capture from Outlook Description Processes Capture From Folder C2 Capture From Outlook Indexer Metadata writer Publish To Folder Publish To Database Cancel The Capture from Email component will appear and display the Outlook tab See below it WorkFlow Designer orkFlow Edit Capture Process Publish Help ER S 2X6 amp IE 7 4 P S ES Outlook Attachments Options Folde
78. s Page management for TIF images ONLY for all types Select the action to be taken when a file of the Write with sequence number 9999 same name already exists in the output folder C Overwrite existing file Ol Do NOT overwrite skip f TA Folder name Drag and drop variables to create a dynamic folder File name Drag and drop variables to create a meaningful file system System From CaptureFromF older From Indexer For purposes of this simple workflow create a dynamic folder structure as follows C Work area and demodata My Output PODS ABC Company CustomerName 2004 from system variabl SystemDateTime using a mask of YYYY long year 17 of 76 BASIC User Guide N01 January from system variables SystemDateTime using masks mm short month AND mmmm long month File Name InvoiceNumber InvoiceDate N02 February File Name InvoiceNumber InvoiceDate N03 March File Name InvoiceNumber InvoiceDate Position the cursor to the small blue block under Folder Name section and click once The blue should turn to white Type in the words PODS and depress Enter When the workflow runs the PODS sub folder will be created automatically Position the cursor to the right of PODS under the Folder Section and depress Insert or right click to allow selection of Insert Delete Another block will appear Type a and depress Enter This will designate a sub folder to
79. s section for each database column Columns can be defined and added Add Field button Columns can be deleted Delete Fields button Columns can be cleared Clear Fields button When completed select Create Table button the following screen will appear See below As soon as the table will be created you won t be able to change its structure Are you sure If the table is correct select Yes If more changes are needed select No The following screen will appear if the table was created successfully Information The table Backend Invoice Table was successfully created Note If the designer did NOT create a new table but rather selected a table that exists the columns cannot be changed however the columns can be mapped to appropriate variables on the right The PublishFileName variable must be mapped to a column Using the program PDRwin Database Documents Retrieval client or DDR web based using IIS multiple users can retrieve documents by any user defined database column 67 of 76 BASIC User Guide VI Main launch options A RUN Select the RUN option to execute the workflow s that have been added to the execution list by the ADD button The series of user defined operations will begin See Section VI Using the RUN function B STOP Select the STOP option to discontinue the execution of the selected workflow C ADD Select the ADD option to load a selected workflow into the execution list
80. shes to have the file processed automatically to ALL found records An individual record and corresponding image will be written for EACH found record Note the Use First Record and Write All Records switches will be the default setting within the run time Indexer however the switch can be changed for each file processed 44 of 76 BASIC User Guide 3 WorkFlow Designer Workflow Edit Capture Process Publish Help KAHES xX Ga S A hl TL D B amp Demonstration Workflow Library of User Defined Variables Indexer If multiple records found Use First Record Allow ni desing Write All Records loll To Retain the Source folder structure when performing an Auto export during Auto indexing select Retain Source Folder Names option and select the number of levels of folders to retain max 9 See below Note Auto export is available only if Auto indexing whereby the key comes from a variable and NOT manually entered is used Retain Source Folder Name is available in the Auto export feature is used x WorkFlow Designer Workflow Edit Capture Process Publish Help KAUR xX Ga DE X 4a PL BR B Wholesale Distribution Library of User Defined Variables E Save If multiple records found MV Auto Start PublishT oD atabase Use First Record IV Allow Auto Indexing Write All Records Enter path for Auto Export for non indexed files if Auto Indexing is Of C AWork id demodata E ports 4
81. signer Workflow Edit Capture Process Publish Help KAUR o X Ga JEDE 4 P L2 OE B Proof of Delivery CaptureFromFolder ptions File types Indexer PublishT oF older Input path and options V Include Subfolders Search Mask for file name Criterion of search in file Case Sensitive Date from Size larger tz tT Post processing Production mode Documents will be deleted and cache turned OFF Design mode Idle polls 30 Busy polls 1 Note Within the folder C Work area and demodataWy Input Northwind TIFs there are 5 sample Proof of Delivery documents Use Windows Explorer to navigate to this folder Open the document s 11072 TIF through 11076 TIF to become familiar with them In vFILER Workflow Designer use the browse ellipse button at the end of Input path and options to navigate to the C Work area and demodataWy Input Worthwind TIFs folder and select OK see below 10 of 76 BASIC User Guide x WorkFlow Designer Workflow Edit Capture Process Publish Help KAHRI X Gc EE 4 yl EA Proof of Delivery CaptureFromFolder Options File types Indexer PublishT oF older Input path and options C Work area and demodata My Input Northwind Tifs eal IV Include Subfolders ceMSUNEERmEEMUY Criterion of search in file SE 2 Case Sensitive Date from amp 3 2008 v amp 3 2008 v Size larger z Post processing Production mode Desig
82. t amp X Oo X Design Verify Options Log Clear Restore About e Use the RUN button to begin the vFILER process e Use the STOP button to end a vFILER process e Use the LOAD button to include the selected workflow into the vFILER process e Use the UNLOAD button to remove the selected workflow from the vFILER process e Use the DESIGN button to create or modify workflows e Use the VERIFY button to test the logic and setup of a workflow e Use the OPTIONS button to customize run time processes e Use the LOG button to audit a vFILER process e Use the CLEAR button to clear folder cache email cache and unprocessed jobs Note Use the design mode setting in Capture from Folder for demonstration and design purposes The captured images will 6 of 76 BASIC User Guide NOT be deleted To process sample images again use the CLEAR button folder or email cache option The password for clearing unprocessed jobs work in process is CLEARJOBS Use the RESTORE button to generate or re generate a backend database from the metadata of PDF documents Use the ABOUT button to view the number of launches and images to process that are remaining for the evaluation period By properly planning the imaging project taking into consideration the types of documents to process what data is available for validation extraction and indexing and how the documents are to be retrieved your imaging project will be successful 7
83. t The following is an overview of each Windows Explorer vFILER uses the windows file structure NTFS required An authorized user can navigate to a shared drive or folder and browse to the desired file The Search command can used to find any data within the folder and file structures created by vFILER Indexing Services Retrieval using PDRwin client based Overview Indexing Services is included with Windows 2000 Windows XP Pro and Windows Server see Indexing Services setup Using the free downloadable Adobe iFilter 6 0 see Adobe iFilter installation sophisticated searches can be performed on PDF documents using PDRwin a client based program from any workstation Indexing Services setup This is an enterprise level program developed by Microsoft that is easy to setup The following decisions should be made prior to Indexing Services setup Where will the catalog file index be stored and what will it be named The recommended name is Repository The recommended location is C WINDOWS system32 The instructions for Indexing Services setup reflect this decision Where are images stored That is the path s that the catalog must manage The instructions reflect an image path of C Work area and demodataWy Output Administrator Bg EAE aE Should separate directories scope be created for each Gem ou Aerts application The instructions reflect a directory path of j ieri J C Work area and demodata Wy Output
84. t is used when the source image format is Tif and the designer wishes to populate the PDF metadata with data accumulated during workflow processing The metadata can then be searched by using the PDRwin client If the source document is a PDF format the correct component to populate metadata is Metadata Writer a WorkF low Designer Workflow Edit Capture Process Publish Help KATRS TX Ga DEDE P aaa e Proof of delivery CaptureFromF older Indexer Convert oPDF Author i PublishT oF older Subject Title Keywords System From CaptureFromFolder From Indexer Expand From Indexer by selecting the The four variables added during the Indexer step will appear See below 15 of 76 BASIC User Guide a WorkF low Designer it Capture Process Publish Help KAHR Oo X Ga IDE 5 v C2 m E B Proof of delivery CaptureFromF older Indexer ConvertT oPDF Author PublishT oF older Subject Title Keywords L From CaptureFromFolder From Indexer InvoiceNumber CustomerN ame InvoiceD ate Invoice amp mount Highlight InvoiceNumber by clicking on it In a separate operation drag the variable to the metadata field called Author and release The variable name should appear in the property s WorkFlow Designer Workflow Edit Capture Process Publish Help KARS OQ X G c2 EE Z 4 M P L2 E E B amp B Proof of delivery CaptureFromF older Indexer
85. taw riter PublishToFolder UnvoiceNumber Subject Title Keywords E System From CaptureFromFolder From Indexer InvoiceNumber CustomerN ame InvoiceD ate Invoice amp mount Repeat these steps for the following variables InvoiceNumber to Author CustomerName to Subject InvoiceDate to Title and InvoiceAmount to Keywords See below it WorkF low Designer forkFlow Edit Capture Process Publish Help Prem ER S 6X G 317 45 BRB Proof of Delivery aptureFromF older ndexer Author NR e Motadatswiiter InvoiceN umber PublishT oF older 5 Subject zem ame i System From CaptureFromFolder From Indexer InvoiceNumber CustomerN ame InvoiceD ate Invoice amp mount Each metadata variable e g Subject allows 256 characters Indexing Services will index the variables irrespective of the location Multiple fields within a metadata property should be separated by the pipe character the character above the See below 56 of 76 it WorkF low Designer orkFlow Edit Capture Process Publish Help Ere ER B OX Gta Bs Proof of Delivery BASIC User Guide d de WM P gt ES B Author PublishT oF older Li InvoiceNumber CustomerN ame InvoiceD ate I invciceAmount Subject Keywords F System From CaptureFromFolder From Indexer InvoiceNumber CustomerN ame InvoiceD ate Invoice amp mount
86. ted search rules and not only find the documents based upon metadata and content if pdf documents are searchable but will allow jumping from found instances after displaying the exact position of the word WITHIN the document to the next found instance either in the same document or the next document WITHOUT having to open the document This is a very powerful feature however the index must be managed manually a manual update to the index periodically via a schedule is required By contrast Indexing Services after setup runs automatically and is kept up to date real time Adobe Catalog Setup Depending on the version of Adobe Writer full version the setup varies The Adobe Help section relating to creating and managing a catalog will provide sufficient information for proper setup When the catalog is properly setup and shared the free Adobe Reader can be used for powerful multi user inquires into the catalog 35 of 76 BASIC User Guide F PDRWin Indexed Document Retrieval client and Database Document Retrieval Launch PDRWin exe by navigating to C Work area and demodata and double clicking PDRWin exe Select either Database Documents Retrieval or Indexed Documents Retrieval Published Documents Retrieval 0 0 0 14 Database Documents Retrieval Indexed Documents Retrieval Indexed Documents Retrieval is a desktop client based inquiry program Requirements include a proper setup
87. ter dir to see contents of the Captured folder For pdf workflows enter rename first few characters of the unique file name dat pdf all dat files for that workflow will be changed to the pdf extension For TIF workflows enter rename first few characters of unique file name dat TIF all dat files for that workflow will be changed to the TIF extension You can now use cut and paste to export the native files to any desired location Use the del command to delete the xml files from the Captured folder del first few characters of the unique file name xml Databases This folder contains several Access mdb files used for the sample workflows The Wholesale Distribution database in particular is useful to see how tables can be cross referenced to acquire indexing data Docs This folder contains the The Perfect users guide Print read and use the manual to become familiar with the sample workflows and processes Misc This folder contains various work files such as the caching file when Design mode is selected My Input This folder contains source images used by the workflows This simulates the folder to which a stand alone scanner or MFP is mapped to for send to file My Output This folder contains the published files used by the workflows This simulates the Repository used during actual production work Workflows This folder contains the workflows The
88. the image would appear automatically if the Auto Start option was selected in DESIGN Indexer Use the image controls above the image to rotate increase decrease the size disable thumbnails etc Enter all appropriate indexing information See below at Entry 11072 tif Choose action index to page 1 If multiple records found Use first record 2 9 RJ s 4859983 v 5 o o eo E White all records F3call a lookup data browser SelectAll ClearAll InvoiceNumber i f f T de ae Sino 152 00 tomerName Ernst Handel 386 00 InvoiceD ate 357 50 amp 06 03 05 4 322 50 Invoice amp mount Q 5476 64 5 218 00 258 64 5 476 64 1 Save and Next 2 Save and Index Again Perform Action Export Cancel 3 Save and Close Exp x Select Save and Next to have the next document appear automatically or Save and Exit or Save and Index Again or Export to another folder in case of bad scans wrong data etc or Cancel to exit Indexing and not process the remaining document s The indexing information for the five documents is InvoiceNumber CustomerName InvoiceDate InvoiceAmount 11072 Ernst Handel Sep 09 2003 5476 54 11073 Pericles Cornidas clasica Sep 09 2003 324 95 11074 Simons bistro Sep 09 2003 250 52 11075 Richter Supermarket Sep 09 2003 504 29 11076 Bon app Sep 09 2003 831 03 The international s
89. very aptureFromF older Barcode Options Barcode Zone Barcode Separator D crProcessor Template barcode file IV Process full page 3 NES i amm Qom Remove the check for Process full page if a zone bar code is required For zone bar code enlarge the image to desired percentage select the page to be scanned for bar codes and select the to define the zone See below 60 of 76 BASIC User Guide ss WorkF low Designer WorkFlow Edit Capture Process Publish Help prd EE Go X Ga GLA aI E ES B Proof of Delivery CaptureFromF older Barcode Options Barcode Zone Barcode Separator DcrProcessor Template barcode file BarcodeReader Process full page BSB Ee os 1B One Portals Way Twin Points WA 98156 Phone 1 206 555 1417 Fax 1 206 555 5938 ShipTe Ernst Handel Kirchgasse 6 Graz 8010 Austria Bar Code Separation the following screen will appear if the designer selects the Bar Code Separator tab x WorkFlow Designer WorkFlow Edit Capture Process Publish Help kang TX CAME Amn amp amp B Proof of Delivery Barcode Options Barcode Zone Barcode Separator By selecting the option s below the workflow will separate a multipage tif into individual documents by scanning for the presence of a bar code ifthe bar code reader does NOT recognize a bar code on the first page of the multLpage tif the document will be skipped If a bar co
90. xt C Save body as message msg C Do not save message body IV Mark items as read when processing completed Number of seconds between polls 60 2 Number of seconds between document processing 5 To exit select the next vFILER component to configure e g Indexer B Capture from Folder Overview The Capture from Folder component is used to capture files from a designated location on the network folder and subfolders The following screen will appear when the Capture from Folder component is introduced to the workflow it WorkF low Designer orkFlow Edit Capture Process Publish Help prd EE c X G 59 09 X 7 5 M P amp B B Proof of Delivery CaptureFromFolder Options Fie types etadataWiiter bublishToFolder Input path and options C AWork area and demodata My Input PODS JV Include Subfolders Search Mask for file name Criterion of search in file Case Sensitive Date from x Size larger Post processing Production mode Design mode Documents will be retained and cache turned ON Idle polls 5 Busy polls 1 The designer can enter the path of folder to monitor or browse Files within subfolders can also be captured Various search options can be entered to capture only files with designated parameters When testing a design use the Design mode When performing production indexing use the Production mode Set the Idle poll for the num

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