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The main objective of the capture lifecycle process is to associate data with documents whether by automatically extracting the information from the content of the document or indexing the documents manually. To support this objective the documents needs to associated with Cabinets with business index values. For example, if the capture lifecycle process was around indexing invoice documents then we would setup a cabinet to store the invoice documents and create index values that matched the data we wanted to extract, for example Invoice No, Invoice Date, Amount, Vendor Name etc.
Creating a Data Connections
Index values within cabinets can be validated against connector data tables stored within the data section, or data from external databases. Data connections are created globally so they can be re-used throughout the different cabinets created.
Click on the Cabinets option in the Designer menu and then click on the Data Connections view. Click on the New button.
Enter the name and description for the connection and then select the data provider:
•.NET Framework Data Provider for SQL Server - This is the native driver for Microsoft SQL server databases and requires the Server, Username, Password, Database and Connection Timeout to be entered in the connection properties.
•NET Framework Data Provider for ODBC - For other databases such as Oracle or DB2 the ODBC driver can be used. Make sure that the appropriate database driver software is installed on the server.
Connection String examples:
Driver={Microsoft ODBC for Oracle};Server=ORACLE8i7;Persist Security Info=False;Trusted_Connection=Yes
Driver={Microsoft Access Driver (*.mdb)};DBQ=c:\bin\Northwind.mdb
Driver={Microsoft Excel Driver (*.xls)};DBQ=c:\bin\book1.xls
Driver={Microsoft Text Driver (*.txt; *.csv)};DBQ=c:\bin
•.NET Framework Data Provider for OLE DB - For databases exposed for OLE DB.
Once the data provider and connection information has been entered then click on the Test Connection button to make sure the connection is successful before clicking on the Submit button to save the configuration.
Creating a Data Source
Once a data connection has been created then you can create a Data Source. A data connection can be used for many data sources. Click on the Data Sources view and click on the New button. Enter the name and description, select the data connection, and then specify how you want to access the data:
•Table or View - Specify the name of the table or the view.
•SQL Statement - Specifying a SQL statement provide more flexibility when accessing the data, allowing conditions and joins to other tables.
•Stored Procedure - Alternatively you can call a stored procedure to process the results. If the lookup logic is complex store procedures will provide better performance in returning the results for the lookup.
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SQL Statement Inputs
System variables can be used in the SQL queries for the datasource to allow additional filtering.
Supported system variables are:
•{userid} - The userid of the currently logged in user.
•{roleid} - The roleid of the currently logged in user.
•{username} - The user name of the currently logged in user.
•{rolename} - The role name of the currently logged in user.
In addition, as the SQL is called within a document transaction the assigned index values of that document can be used.
{<IndexName>}
{<IndexName>.ToCommaSeparated}
{<IndexName>.ToCommaSeparatedWithQuotes}
For example, you can create cascading pick lists for the cabinet where the value of one pick-list is dependent on another. Lets say you have data table called Document Information that had two columns Category and Sub-Category and you wanted to use this table to drive pick-lists. You can create two indexes called Category and Sub-Category. On the Sub-Category pick-list you can a query to link the values to the value of Category.
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SELECT * FROM [Document Information] WHERE Cabinet = {Cabinet}
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Creating a Cabinet
From the main cabinet view click on the New button and then enter the cabinet name and description, select the station and the location where the documents will be stored. If required, select/confirm the size of the thumbnails that are displayed in the search results. You also get the option it configure the thumbnail generator and storage cleaner system connectors.
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On pressing the Submit button the cabinet will be displayed and the main cabinet view will be displayed. Click in the Indexes link.
Creating Indexes
To create an index click on the New button .
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Field Name
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Description
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Name
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Enter the name of the index.
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Label
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A optional label can be used that is displayed to the user. This is useful if you are integrating with other business applications that require the index name to be specific.
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Group Name
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Like indexes can be grouped together to make the presentation more logical when indexing documents.
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Value Type
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Select the data type, either a Text, Date, Numeric, or Date and Time String.
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Decimals
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Enabled only for numeric types and allows the number of decimal places to be defined.
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Display Format
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Provides a series of pre-defined date formats. Note this field is enabled when the Value Type of Date is selected.
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Multiple Values
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Indicates whether the index supported multiple values or not. When searching, each value in the list will be treated as a searchable item with using wildcards.
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Sticky
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This is used for batch document indexing. There are two types of sticky fields Apply to next Document and Apply to Batch. Apply to next Document allows the values to be changed within the batch, where as Apply to Batch allows values to be applied to all documents within the batch.
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Required
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If Yes is selected then the value has to be entered during indexing.
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Validation Rule
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This is a regular expression the index value is validated against.
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Validation Text
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If the value fails validation then this text can be used as an error message/help hint for the user.
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Default Value
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Default value for the index when its initiated, however, this can be overwritten.
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Hidden
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If Yes is selected then the index is hidden from the user. This option can be used to store processing values during lifecycle processing.
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Encrypt Storage
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In order to protect information, selecting this option will encrypt the information in the database.
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Mask Value
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If Yes, then you can enter the Show Last Number of Characters to control whats displayed in the interface.
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Auto Complete Settings
You can add Auto Complete Settings to connect the index value to a Data Table or External Database.
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Field Name
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Description
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Lookup (CDT)
Lookup (Data Source)
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Allows a lookup to be performed against a Data Table or an external Data Source. A lookup button can be shown for the primary fields in the lookup. For example, if you lookup was to lookup against the Loan No entered to populate Borrower Name and Loan Date then you would select the lookup button against the loan number and then other fields will automatically be populated. Lookup group can be used if there are different index values that use the same lookup values.
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Picklist (CDT)
Picklist (Data Source)
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Populates a pick-list with values contained in a Data Table or an external Data Source.
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Picklist (Static Options)
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You can provide a static pick-list of options.
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If the Multi-Value index setting is set to Yes, then the auto-complete options change to the following:
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Field Name
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Description
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Multi-Value Lookup (CDT)
Multi-Value Lookup (Data Source)
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Allows multiple values to be selected from values contained in a Data Table or an external Data Source.
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Reorder the Groups
The order of the index groups can be changed by clicking on the Re-Order Groups button in the indexes view.
Reorder the Columns
The order of the index values can be changed by clicking on the Re-Order Indexes button in the indexes view.
System Indexes
In addition to the custom indexes that can be created, the following information is managed/updated automatically by the DocuNECT system:
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Field Name
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Description
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Indexed
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Indicates whether the document has been indexed.
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Classified
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Indicates whether the document has been classified.
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Document ID
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The internal Document ID assigned by the DocuNECT system when the document is created.
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Batch ID
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The ID of the batch the document is associated with.
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Batch Label
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The label of the batch the document is associated with.
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Batch Cabinet
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The name of the cabinet.
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Document Owner
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The DocuNECT user assigned as the document owner.
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User
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The user that was assigned the indexing task.
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Role
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The role that was assigned the indexing task.
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Check in Date
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The date the document version was checked into the system. Note, the date/time the document was originally created is defined by the Check in Date of the first version.
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Checked Out
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Flag indicating whether the document is currently checked out.
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Checked Out By
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If the document is checked out, this index indicates the user that checked the document out.
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File Path
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The relative file path of the document in the storage location.
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Version No
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The version no of the document.
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File Size
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The file size of the document.
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Indexing Error
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If the document has an indexing error, this index displays the text of the actual error.
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Originating DocuNECT User
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This is the DocuNECT user that originally uploaded the document version.
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Originating Windows User
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This is the Windows user that originally uploaded the document version.
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Revision Comment
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This index stores the revision comment made by the user when they checked the version into the system.
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Using a Document Name
DocuNECT supports the dynamic creation of a Document Name system index that is made up of a combination of index values. This can be used to assign an name in a third party document management system, or used to facilitate a cross-cabinet search in DocuNECT Lifecycle.
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Setting Up a Dynamic Folder Structure
A folder structure can be dynamically created, driven by a combination of index values.
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Creating a Profile
A profile can be created against a cabinet to provide a more granular access and security model. Profiles are driven by index value criteria.
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Once a profile is setup then different criteria can be added before its assigned to the document retrieval permissions.
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