AutoFile. Administrator s Manual. DocuNav

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1 DocuNav AutoFile Administrator s Manual I. System Requirements... 2 II. Introduction...2 III. Installation... 3 IV. Program Overview... 3 A. Move Rules... 3 B. Data Lookup Rules... 4 i. Setting Up Data Sources... 4 V. AutoFile Configuration... 5 A. AutoFile Configuration Main Screen... 5 i. Current Status... 5 ii. Monitor... 6 B. Creating a Rule Series... 6 C. Creating a Rule... 7 D. Advanced Settings... 8 i. Data Lookup Rule... 8 ii. Move Rules VI. Editing and Deleting Existing Rules and Rule Sets DocuNav Solutions 1

2 I. System Requirements 1200 MHz Processor Microsoft Windows XP Pro SP2.Net Framework v1.1 or later Laserfiche Client v7.1.x or greater Other Considerations Laserfiche Client must be able to retrieve the repository from the hosting computer AutoFile will take up one Laserfiche full-feature license while operating Computer must be on for AutoFile to work II. Introduction AutoFile is an integration tool for use with the Laserfiche document imaging system. AutoFile queries pre-existing databases, such as PeopleSoft, and fills out template data associated with the given document in Laserfiche. This software additionally moves documents within the Laserfiche repository, automatically sorting them into folders, either pre-existing or created by AutoFile. This process significantly cuts down on the amount of time required to properly index and file a document. Without AutoFile, scanning clerks would need to fill out the template fields by hand and file them manually, via drag and drop. As one can imagine, spelling errors and misfiling could plague a company s document imaging reliability and profitability. AutoFile virtually eliminates the human error that is immanent with document filing. For an example of how the filing process works, please consider an employee evaluation form. First, the document is scanned into Laserfiche or brought into the Laserfiche Repository by using DocuNav AutoIndex. The end-user will then insert the employee s social security number or employee ID, which is clearly found on the evaluation form, and the type of form, which in this example is Employee Evaluation into the document s template. The end-user reads that the employee s SSN is , which is inputted into the Social Security Number field on the document s template. AutoFile then takes over the rest! AutoFile first queries the customer database for the employee s information, i.e. last name, address, department, position, hire date, etc. Once the information is found, AutoFile then fills the template data for this document in Laserfiche. Assume we want to file documents by social security number, and then by what type of document it is. AutoFile then moves the document to the folder named the by the employee s respective social security number, , and the subfolder Employee Evaluation. If the and/or Employee Evaluation folders have not been created, AutoFile automatically creates them. DocuNav Solutions 2

3 III. Installation Installation of AutoFile is very straightforward. Copy the files from the CD to a directory on the local hard disk drive. Once the files are copied, execute the i.batch file. After the batch file has run, execute the InstallUtil.exe. AutoFile is now ready to be configured and used. IV. Program Overview AutoFile has 2 structures that must be defined for future reference. A rule is an AutoFile command for either moving or filling the template data of documents. A rule states where AutoFile is to look for documents in Laserfiche, and what to do with them. The other structure, the rule series, is a set of rules. Each rule must fall under a rule series. The rule series contains information that all of its rules use, such as connection data and the frequency the rules are to be ran. Each rule series is run in separate threads, so that each series runs independently from each other. There are many different ways to organize the rules into series. If there are multiple departments within an organization that are utilizing AutoFile, having a rule series for each department is a good way to divide the rules. A. Move Rules AutoFile contains two types of rules: move and data lookup. A move rule will look for documents in a specified folder in Laserfiche. AutoFile will look at the template data and then move each document to the folder hierarchy designated during rule setup. For example, if we consider an accounts payable template, one may want the documents to adhere to the following structure in Laserfiche: MyRepository/Accounts Payable/[Year]/[Customer Name] Where: MyRepository = Root Folder, Repository Name Accounts Payable = Sub-folder where all accounts payable information is stored [Year] = The data in the Year field of the specific document s template. [Customer Name] = The data in the Customer Name field of the specific document s template. If we suppose that the Year in the example document s template is 2007 and the Customer Name is DocuNav Solutions, the document is moved to: MyRepository/Accounts Payable/2007/DocuNav Solutions If the folder 2007 and/or its subfolder DocuNav Solutions has not been created, AutoFile will generate the folders. DocuNav Solutions 3

4 B. Data Lookup Rules Data lookup rules provide a way for template data to be filled out by using an external data source, such as SQL, Oracle, or ODBC. AutoFile automatically fills out template data by retrieving data from a SQL table, Oracle database, or ODBC via XLS or CSV. Note Please refer to your third party application s user guide for data extraction techniques from your respective application. i. Setting Up Data Sources SQL/Oracle Simply fill a table in an empty database with the data you wish to use for lookup ODBC Export data from third-party database program into an XLS or CSV file. Open up Windows control panel and select Administrative Tools. Then select Data Sources (ODBC). When the ODBC Data Source Administrator window comes up, click System DSN and then add. If a XLS file is being used, select Microsoft Excel Driver. If a CSV file is being used, select Microsoft Text Driver. Click Finish. Now enter a name for your ODBC connection, along with a description, if desired. Then, select the directory where the file is to be found. Hit OK. DocuNav Solutions 4

5 V. AutoFile Configuration The AutoFile Configuration utility provides the means to create, edit, and delete rules and rule series. The utility also starts and stops the automatic filing process and allows administrators to monitor AutoFile s work in real-time. A. AutoFile Configuration Main Screen i. Current Status This box displays AutoFile s current status. Here, stats are displayed such as how long the server has been up, and the amount of rules and rule series that are running. Additionally, the buttons for stopping and starting the filing of documents are located on this panel. DocuNav Solutions 5

6 ii. Monitor The monitor displays a continuous log of documents that have been moved or have went through the data lookup process. The logging and logging out of AutoFile between series runs from the Laserfiche server is also recorded. Additionally, any errors that occur during the filing process are displayed in the log. B. Creating a Rule Series The first step on creating rules is creating a rule series for them to be applied to. Click Rule Wizard in the AutoFile Configuration Wizard. 1. Series Name Enter a name for the series 2. Server The name of the computer that the Laserfiche Server is on 3. Repository The name of the repository that the series rules will affect 4. Username and Password Enter a Laserfiche username/password. The user account that you enter must have Move and Edit Text feature rights. An administrator account is suggested. 5. Scheduling This is how often and when the rules associated with the series will run. 6. Click Create Series button to create the series. Once clicked, you will be taken to the general rule settings page to create a rule. DocuNav Solutions 6

7 C. Creating a Rule At the home page of the AutoFile Configuration, click the Rule Wizard. Next, select the rule series that the new rule is to be added to or create a new rule, as discussed in the last section. 1. Rule Name The name of the rule to be created 2. Rule Type Select the rule type: Move or Data Lookup. Only select Plugin if you have a plugin. 3. Monitor Folder This is the folder in Laserfiche that AutoFile will look for documents that this rule will apply to. 4. Review Folder The review folder is the folder that documents will be moved to if AutoFile encounters an error with the specified document. The most prominent error is when a Data Lookup rule looks up data, for example, a Employee ID or Social Security Number, and the data is not found in database. 5. Criteria This is criteria for which documents will follow the rule. In order for the rule to apply to a document waiting in the monitor folder, the rule must meet all criteria. Simple C++ boolean logic is used. Many criteria may be added. When the Add Criteria button is selected, the criteria is added to the previous criteria. The criteria is added as an And, so that they the former and latter criteria must both me true for the document. If an Or is preferred, check the Use OR statement box. The document will then be picked up by the rule if the former or the latter are true. a. Template This is the template that the document must have b. Field The field in the selected template that is to be evaluated 6. Now click on the Detailed Settings tab to complete rule configuration DocuNav Solutions 7

8 D. Advanced Settings In this screen, the advanced settings for the rule type chosen are configured here. Data Lookup and Move rules have different settings, thus completely different advanced setting screens, so they will be gone over separately. i. Data Lookup Rule Configuring a Data Lookup Rule Lookup Connection Settings 1. Source Type Choose which type of database AutoFile is to connect to 2. Server/DSN Name The name of the computer that the database is on 3. Database The name of the database 4. User Name/Password Enter the credentials required to log into the database 5. Connection String If the connection string to the server is handy, simply enter it here instead of going through 1-4. DocuNav Solutions 8

9 Field Mappings 1. Lookup Table/View Enter in the name of the table or view that the data is stored on 2. Adding Mapping Criteria - For each template field that you wish to be filled out by AutoFile or used as lookup criteria, it is required to follow the following procedure 1. Template Field Enter in the name of the template field in Laserfiche that AutoFile is fill 2. Source Field Enter the column name of the data that AutoFile is to use to fill the data in the selected template field in Laserfiche 3. If the field that you are trying to add will be used as lookup criteria, information that AutoFile will use as search criteria to find the record in the data source, check the box Use As Criteria 4. Click Add Field Map 3. Repeat 2 for every field that is to be used by AutoFile DocuNav Solutions 9

10 ii. Move Rules Configuring a Move Rule It is necessary to build the path that Laserfiche will put documents at when a document is found and is to be moved. If you are not using an existing folder structure, skip to step 3. Selecting Existing Folder Structure 1. The first step in building the path is to select the hard-coded path that the documents will file in. Click on the button to the right of the blank to select the folder where all the documents will be put into. 2. Click Append to Path, which will put the physical path in the lower text box. Selecting Custom Folder Structure 1. In order for documents to be filed into specific folders based on their template data, simply put the field name that is to be used in the folder structure in the Select a Field blank. 2. If only part of the template field s value is wanted, select the Only Use Part of the Field Value box. This is handy if, for example, employee documents are being filed. Instead of using an employee s full Social Security Number, the last four digits of the number may be used. If this is the case, simply 6 and 9 would be put in the From and To blanks, respectively. 3. Repeat as needed. DocuNav Solutions 10

11 Finishing the Move Rule 1. The folder structure each document will be moved to is located at the bottom of the screen. 2. If AutoFile is to create non-existent folders in Laserfiche in order to store documents, check the Build Non-Existent Folders box. In most AutoFile applications, this button is to be checked if using a custom folder structure General Path Programming In general, a path may look like the following: CompanyRepository\Employees\[Social Security{6,9}]\[DocType] Where: CompanyRepository Repository Name Employees Pre-existing folder under the root folder Social Security Custom Folder that uses the social security template field of documents in order to file. Here, only the last four digits of the SSN are to be used as the folder name. DocType Custom Folder that uses the DocType template field name Note: Custom Folders are specified by the brackets, [ ]. When using custom folders, if only part of the field value is to be used, the braces { } are used after the name of the template field and inside the brackets [ ]. The field value is numbered starting a one. The basic structure for this is : {FirstChar, Last Char}, such as {1,4}, where the field value would be reduced to its first four fields. VI. Editing and Deleting Existing Rules and Rule Sets In the QuickLink section of AutoFile s homepage, the tools are provided to edit and delete rules and rule sets. Simply select the structure that needs to be edited, and a form will pop up allowing the editing the structure s items. Please refer to AutoFile Configuration for details. DocuNav Solutions 11