Real-Time Lookup in Quick Fields White Paper
Contents
1. Fields v Mark fields that were not populated Document with data o Type Mark Fields That Were Not Populated With Data lll IF you decided to use data extracted From a Category third party database to populate an Field y then vau may wish to verify that Ehe Field was populated This option helps this process by showing an icon For Fields that were nat E populated by data extracted From this process Addressee o Date Abstract See Also Next Document Step 3 of 3 lt A Previous Document PT Finish Create Lookup o E Slidessons previous Lookup Criteria Send this document Figure 6 There is an option to mark the Figure 7 If that option is selected you will be fields that Lookup was unable to populate alerted to fields that Lookup failed to populate Once you have configured Lookup you can use its tokens to identify a page populate a field name the document or determine the document s destination location The token follows the syntax Process Column where Process represents the name of the Lookup process and Column represents the database column that will contain the desired value from a matching row For instance if you are retrieving data from a column called Birthday using a Lookup process named Lookup1 the token would be Lookup1_Birthday You can access tokens by clicking the button next to eligible fields Data Entry General Document A Type B2. Osa zh Fitto Width y Session id Class Manager Sample Image E Document Class 1 Identification INVOICE Bag Image Processing Laserfiche e International Zone OCR1 Lung Beach Call ee Lookup m Fields gt gt Sample Images Bill To Ship To 2 Page 1 lg Document Properties wa mure T Document Revision z Y etranfadmin etraniProcessed 2 Unidentified Documents SHIPOATE carved SUBTOTAL V a SALES TAX nas SHIPPRK B HANDLES da d TOTAL DUE aami For Help press F1 Eel Lookup Wizard E MOM Lookup Criteria Database Table Sheet m No lookup criteria specified Add Lookup Criteria Database Colurnn Mame Lookup value m internatiorial Zane OCR1 gt Add Lookup Criteria Data extracted from processes can be Used to find related data in a database Field Step 2 of 3 GP Next Field Verification Previous Third Party Database Selection Figure 5 The tree pane shows that Lookup is set to occur after an International Zone OCR process Therefore the OCR token is available to use as the lookup value as seen in the task pane If you are using Lookup in the Image Processing step there is an additional option to mark fields that Lookup could not populate with data with the following icon After sending your documents to a repository this icon will not appear in the Laserfiche client Lookup X Laserfiche Document A Field Verification
3. The configuration process for Field Verification is similar to that for Lookup After creating the process under Image Processing the Field Verification Wizard in the task pane will prompt you to select a third party database and the lookup criteria just as you did for Lookup Unlike Lookup however Field Verification performs its main action when it can not find a match in the third party database In the last step of the wizard you can configure whether Field Verification clears unverified data flags fields with unverified data or both Field Vertication Wizard X Determine Action For a process whose data is unverified Clear data from the process Display an icon by unverified fields Figure 11 There are two actions you can take when Field Verification encounters unverified data Field Verification is only available under Image Processing You can use Field Verification to alert you of OCR mistakes or to prevent fields from being filled with invalid data For instance suppose there is a mistake in Zone OCR such that Ohio is read as Obio When Field Verification fails to locate Obio in the third party database it will clear and or flag that field so that the scanner operator can fix the error later 14 Laserfiche Title Real Time Lookup in Quick Fields September 2006 Author Edmund Tran Editor Regina Carns Compulink Management Center Inc Global Headquarters 3545 Long Beach
4. values that were stored as field data Please note that the value 90507 was stored in the Zip Code field This value was found in the third party database This caused the Lookup process to store the values Torrance and CA to the City and State fields respectively At this point the user will review the field values By viewing the image s associated with the document the user will realize that the correct zip code value is 90807 The user can then correct this value and reassign the Zip Code field to 90807 Once the user makes this correction the Lookup process will look up the value 90807 in the third party database A matching value will be found in the third party database which will result in the automatic correction of the City and State fields This can be seen in the illustration on the right 12 Laserfiche Document Laserfiche Document Fields Fields Name Name ld John Doe Mr John Doe City City Torrance Long Beach State state OP Next Document OP Next Document de Previous Document a Premous Document C view Slideshow C view Sideshow dl Send this document dell Send this document Figure 10 The figure on the left is the document task pane before the user changed the zip code The figure on the right is the document task pane after the change In the illustrations above the entire data stored in the City and State field were updated with new data from the third party database This ha
5. Blvd Long Beach CA 90807 U S A Phone 1 562 988 1688 www laserfiche com Laserfiche is a trademark of Compulink Management Center Inc Various product and service names references herein may be trademarks of Compulink Management Center Inc All other products and service names mentioned may be trademarks of their respective owners Copyright 2006 Compulink Management Center Inc All rights reserved 15
6. ODBC Data Source Administrator box 2 Select or add the appropriate source for your database from the User DSN tab You can add a source by clicking Add and selecting the desired driver The other tabs in the ODBC Data Source Administrator dialog box are not used in configuring the Lookup process They are mainly for informational and debugging purposes 1 ODBC Data Source Administrator An ODBC User data source stores information about how to conmect to the indicated data promder A User data source is only visible bo you and canon bs Ded on Ihr casei inachina Figure 3 ODBC Data Source Administrator dialog box You can specify the third party database 3 Glick Configure A dialog box corresponding to the data source you selected will appear 4 Specify which database you would like Real Time Lookup to work with and click OK Remember a database can simply be an Excel or CSV file ODBC Microsoft Excel Setup EJE3 Data Source Mame Excel Files Descriptions Deme Database Help Version Excel q7 2000 Workbook CA ww hite Paper AT Lookup xls Select Workbook Uptions gt gt Figure 4 This is the ODBC setup screen for an Excel database In this case click Select Workbook and browse for the file you want Note As long as Quick Fields is open you cannot open this database while it is linked with the Lookup process 5 Click OK to close the ODBC Data Source Administrator dialog box Note Yo
7. Real Time Lookup in Quick Fields White Paper September 2006 The information contained in this document represents the current view of Compulink Management Center Inc on the issues discussed as of the date of publication Because Compulink must respond to changing market conditions it should not be interpreted to be a commitment on the part of Compulink and Compulink cannot guarantee the accuracy of any information presented after the date of publication This chapter is for informational purposes only COMPULINK MAKES NO WARRANTIES EXPRESS OR IMPLIED AS TO THE INFORMATION IN THIS DOCUMENT Table of Contents Real Lime Lookup IM QUICK Fields serrana Rc o pax edente Table or 2109 9 ai bis 2 Introduction to Real lime Lo Dai ad 3 Bor d D Rear Meir FOCSS SING unid 11 Dynamic Field Update Exalead 11 mito CION Mee NC 14 Introduction to Real Time Lookup Real Time Lookup is an add on that allows Quick Fields to communicate with a third party database using Open Database Connectivity ODBC The add on includes two processes called Lookup and Field Verification Both processes compare a value taken from the document to the values stored in a column of the third party database If there is a match Lookup retrieves the corresponding values in the same row and makes them available as tokens Field Verification can flag and or delete the values that do not generate a match
8. al time processing can affect the field data that will be assigned to a document In this example we will assume that the Lookup value is set to a field called Zip Code Zip Code This indicates that for each document being processed the Lookup process will compare the value assigned to the Zip Code field to data in a third party database We will also assume that the third party database associated with the Lookup process contains entries for both 90507 and 90807 in the database column associated with the lookup value The following illustration is the Fields task pane associated with the document class that will process the documents in this example The Zip Gode field will be populated with data extracted from an image in the document The City and State fields will be populated with data extracted from the third party database when a match for the data specified in the Zip Code field is found 11 Fields Data Entry Personnel Mame ISIZO Names gt City Lookup1_ Citys gt State IBLookupi Stated gt zip Code BIZO Zip Codes gt 55N IBLookupi SSN gt Create Zoom Field Figure 9 These fields are populated using International Zone OCR tokens and Lookup tokens The following two illustrations demonstrate the effects of the Lookup process Both of these illustrations are of the task pane associated with a particular processed document The illustration on the left demonstrates the original
9. ares the author s name to those listed in a database When it finds a match it uses the other values in that row for the tokens p Roswell Or 113 555 0113 Figure 1c The tokens are replaced by corresponding values from the database This white paper addresses the Real Time Lookup add on It assumes that you are familiar with the basic Quick Fields operation For more information on Quick Fields refer to the Quick Fields help file or the user manual Real Time Lookup supports a variety of common database formats such as Microsoft SQL Server databases Excel files Access files comma separated value CSV data files and many more See the Quick Fields help file for a complete list of supported database formats and operating requirements for Real Time Lookup Lookup Lookup is available in the Identification and Image Processing steps of a Quick Fields session Like other processes it has a wizard in the task pane that will help you configure the settings First you will need to select your third party database Then you will specify the lookup criteria and how Lookup tokens are used To configure ODBC and select your third party database 1 Inthe Lookup Wizard click on Administer Data Sources Lockup wizard x Third Party Database Selection User 0er Data 5ource Fame Shep 1 of 3 GP Nest Lookup Criteria Figure 2 Step 1 of the Lookup Wizard Click on Administer Data Sources to open the
10. gt cont Time Date ID Lookup1 Document Lookup Type Abstract Lonkpn Cabegory Lookup Addressee 2 Lookup Date Subject Lonkupi Abstract Mop Subject gt L okupl Author Author Lookupl Priceity x Lookup Exhibit Lookupi Source Priority Lookupl Code pn Parres Exhibit Source path Figure 8 The user in this example clicked the gt button for the Category field and is about to use a Lookup token to populate it 10 Real Time Processing Since a lookup value can be expressed with tokens a change in the value of one token may affect the value of one or more Lookup tokens If the user has not modified the data that was retrieved from the third party database by the Lookup process then that data which may only be a portion of the field value will be replaced with the updated value On the other hand if the user has already modified the portion of the field populated by the Lookup process then the new value extracted from the third party database will be appended to the current value assigned to the field Each field used by a Lookup process is assigned an icon A field that can update one or more fields when modified is indicated by the following icon A field that is updated whenever another field is modified is indicated by the following icon dl The next section gives an example of real time processing Dynamic Field Update Example The following example demonstrates how re
11. in a specified column of the database For example suppose you have a database of employees and their contact information You would like to use this database to fill your documents template fields with the contact information of that document s author then file the documents into subfolders by author You could use Zone OCR to extract the author s name from each document Lookup can then take these values and generate tokens for you to use in your template fields These tokens will automatically be replaced with the contact information that matches with each author You can then use Zone OCR s name token to specify the destination folder for your documents Field Verification can clear name tokens whose values are not found in the database so that you do not create subfolders for employees who no longer work for your company The following figures give a general overview on how Lookup works Lookup Instant Messengers E iraid Lookup 1_E mai gt Figure 1a Lookup tokens are used to populate template fields 441 Van Hes 09 436 130 654 030 cH Hara nDICconpar MP rather 200 213 8008 850 0330 ABO Sales none 217 ArporE 55 1 3 TE30 321 0527 241 0688 Dewyzhayven soapy Soe i39 Rol 113 555 0113 555 1013 255 3014 Enn dz doce Sud Tran ec Market A HA Soe Ade drat ome ye Tyler 412 Hah 514151352480 531 0642 331 8043 Galerie pieni omp ai aliento Off Fimo A Porta fara Deviobuy o Figure 1b Real time Lookup comp
12. ppened because the values assigned to the fields Torrance and CA matched the data originally retrieved by the Lookup process We will now discuss two scenarios in which the Lookup field update behavior would be slightly different The first alternate scenario occurs when data not retrieved from the Lookup process is also present The manner in which this data was specified does not matter If this additional data is modified but the Lookup value is kept intact then the Lookup process will only replace the value originally retrieved by the Lookup process For example if prior to modifying the Zip Code field the user modifies the City field to Torrance Los Angeles County then when the user updates the Zip Code field to 90807 Lookup would still replace Torrance with Long Beach 13 A second alternate scenario occurs when the data retrieved by the Lookup process is modified This will cause the new value retrieved by the Lookup process to be appended to the field data For example if prior to modifying the Zip Code field the user modifies the value for the State field to California then updating the Zip Code value would cause the Lookup process to append the value CA to the value assigned to the State field CaliforniaCA Note If the lookup value specifies a field that will be populated by the same Lookup process then this field will not be updated by the Lookup process after its modification Field Verification
13. u can also configure ODBC outside of Quick Fields From the Start menu select Control Panel Double click Administrative Tools and then Data Sources ODBC The ODBC Data Source Administrator dialog box will appear To configure the Lookup process 1 From Step 1 of the Lookup wizard select User for ODBC Data Source Type and the desired ODBC Data Source Name Note User DSN is only available to the currently logged in Windows user System DSN is available to all users who log into the machine Aside from the access properties there are no other differences between User DSN and System DSN 2 Complete the Authentication section if needed For instance if you are accessing data from an SQL database you will need to provide the appropriate login information 3 Click on the Next button 5 to go to Step 2 of the wizard 4 Choose a database table if needed 5 Specify the lookup value and the database column that the lookup value will be searched under The lookup value can be a combination of text and tokens Tokens can specify document properties field data or results from data extraction processes such as Zone OCR or Bar Code The lookup value may or may not be case sensitive depending on the data source Real Time Lookup does not support wildcards 6 Click Add You may add more criteria but all criteria must be satisfied to qualify as a match Session Laserfiche Quick Fields File Edit view Action Scan Tools Help
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