GlobalCapture Quick Start Guide

Transcription

1 GlobalCapture Quick Start Guide 127 Church Street, New Haven, CT O: (203) E:

2 Square 9 GlobalCapture GlobalCapture Quick Start Guide Version Copyrights, Legal Notices, Trademarks, and Servicemarks Copyright 2017 Square 9 Softworks All rights reserved. No part of this work may be reproduced or transmitted in any form or by any means whatsoever, without written permission of Square 9 Softworks unless such copying is expressly permitted by Federal copyright law. For information regarding permissions, contact: Square 9 Softworks Inc., 127 Church Street, New Haven, CT 06510, USA, info@square-9.com. April 2017 edition Publication subject to change without notice, Square 9 Softworks assumes no liability for any damages incurred directly or indirectly from errors, omissions, or discrepancies between the actual software you install and/or the contents of this publication or any other accompanying publication. GlobalSearch, GlobalCapture, and GlobalAction are registered trademarks of Square 9 Softworks. All other products and devices listed in this document are trademarks or registered trademarks of their respective companies and are hereby acknowledged. Microsoft and Windows are trademarks and service marks of Microsoft, Inc., registered in the United States and other countries, and are the property of Microsoft, Inc. Square 9 Softworks Inc. 127 Church Street New Haven, CT (+1) education@square-9.com

3 Table of Contents 1. Release-to-File Workflow Release-to-Inbox Workflow Template for Data Extraction Extract Data, Release-to-File Workflow Extract Data, Release-To-Archive Workflow GlobalCapture Quick Start Guide Table of Contents i

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5 1. Release-to-File Workflow What follows are the step to create a simple Workflow to import files from a watched Windows folder, convert any text-based files to PDF, clean up any image files, and release all files to a destination Windows folder. 1. Access GlobalCapture. a. From your browser, enter the URL provided by your system administrator. b. Or, from the GlobalSearch desktop client, click the Workflow tab and click GlobalCapture. c. If prompted, enter your Windows or Square 9 credentials. If you are unsure of what credentials to provide, contact your system administrator. The GlobalCapture landing page displays. 2. Access the GlobalCapture Designer by clicking the Design button. The GlobalCapture Designer displays. 3. Drag the Import Node onto the Design Canvas. GlobalCapture Quick Start Guide Release to File 3

6 The Import Node Settings dialog box displays. 4. Configure and save import settings. a. In the Title text box, enter a name for this Node. b. In the Frequency area, enter or select how often this Workflow should run. While testing, set the frequency to one day, so the Workflow won t run unnecessarily. c. In the Convert Formats to PDF area, note that by default, files will convert to PDF. For a list of all file formats converted with these settings, refer to the GlobalCapture Guide. d. In the Source Path text box, enter the complete path of the Windows folder from which the files will be imported. e. Click Save. 5. Drag the Image Cleanup Node onto the Design Canvas. The Image Cleanup Node Settings dialog box displays. 6. Configure and save cleanup settings. a. In the Title text box, enter a name for this Node. b. Enable the checkboxes for the enhancement features to be used. c. Choose a rotation setting, if appropriate. d. Click Save. 4 Release to File GlobalCapture Quick Start Guide

7 7. Drag the Release Node onto the Design Canvas. The Release Node Settings dialog box displays. 8. Configure and save release settings. a. In the Title text box, enter a name for this Node. b. In the Export Path text box, 1. Enter the static Windows folder into which the converted and/or cleaned up files are to be released. 2. Or, to represent a variable folder in the export path, rather than typing the folder name, type a left brace ( { ) to display the list of system variables that can be used to name the folder, then select a variable from the list. c. In the File Naming Format text box, 1. Enter text to be used in naming the released files. 2. Or, type a left brace ( { ) to display the list of system variables that can be used to name the released files and select a variable from the list. d. Click Save. 9. Drag the End Node onto the Design Canvas. 10. Connect from the Import Node to the Image Cleanup Node. a. Hover over the edge of the Import Node until your mouse pointer changes to a hand. GlobalCapture Quick Start Guide Release to File 5

8 b. Press and hold your left mouse button, drag to the edge of the Image Cleanup Node, and release your mouse button. 11. Connect from the Image Cleanup Node to the Release Node. 12. Connect from the Release Node to the End Node. 13. Save and publish the Workflow. a. In the upper right of the GlobalCapture Designer, from the Workflow menu, select Save. b. In the Save Workflow dialog box displays, in the Title text box, enter a name for this Workflow. c. From the Portal Station drop-down list, select the Portal into which this Workflow should be saved. If you have not created any Portals, select the provided Batch Portal. d. In the Engine Select area, enable the checkbox for the GlobalCapture Engine that will run this Workflow. If you have not installed multiple engines, the default GlobalCapture_1 engine is selected. e. Enable the Published Workflow checkbox to indicate the Workflow should be run on schedule. 14. Test your Workflow. a. Put sample files into the source location specified in the Import Node. b. In the GlobalCapture Designer, from the Workflow menu, select Save to force the Workflow to run immediately. c. Check to see that the files have been removed from the source location and are now in the destination location specified in the Release Node. 6 Release to File GlobalCapture Quick Start Guide

9 2. Release-to-Inbox Workflow What follows are the step to create a simple Workflow to import files from a watched Windows folder, convert any text-based files to PDF, clean up any image files, and release all files to a GlobalSearch Inbox. 1. Access GlobalCapture. a. From your browser, enter the URL provided by your system administrator. b. Or, from the GlobalSearch desktop client, click the Workflow tab and click GlobalCapture. c. If prompted, enter your Windows or Square 9 credentials. If you are unsure of what credentials to provide, contact your system administrator. The GlobalCapture landing page displays. 2. Access the GlobalCapture Designer by clicking the Design button. The GlobalCapture Designer displays. 3. Drag the Import Node onto the Design Canvas. The Import Node Settings dialog box displays. GlobalCapture Quick Start Guide Release to Inbox 7

10 4. Configure and save import settings. a. In the Title text box, enter a name for this Node. b. In the Frequency area, enter or select how often this Workflow should run. While testing, set the frequency to one day, so the Workflow won t run unnecessarily. c. In the Convert Formats to PDF area, note that by default, files will convert to PDF. For a list of all file formats converted with these settings, refer to the GlobalCapture Guide. d. In the Source Path text box, enter the complete path of the Windows folder from which the files will be imported. e. Click Save. 5. Drag the Image Cleanup Node onto the Design Canvas. The Image Cleanup Node Settings dialog box displays. 6. Configure and save cleanup settings. a. In the Title text box, enter a name for this Node. b. Enable the checkboxes for the enhancement features to be used. c. Choose a rotation setting, if appropriate. d. Click Save. 8 Release to Inbox GlobalCapture Quick Start Guide

11 7. Drag the Release Node onto the Design Canvas. The Release Node Settings dialog box displays. 8. Configure and save release settings. a. In the Title text box, enter a name for this Node. b. In the Release Type area, click the Inbox radio button. c. From the Square9 API drop-down list, select the Portal that accesses the GlobalSearch instance in which your target Inbox resides. If you have not created any instances, select the provided Square9 API Portal. d. From the Inbox Destination drop-down list, select a target Inbox from those available in the selected instance. e. Click Save. 9. Drag the End Node onto the Design Canvas. 10. Connect from the Import Node to the Image Cleanup Node. a. Hover over the edge of the Import Node until your mouse pointer changes to a hand. b. Press and hold your left mouse button, drag to the edge of the Image Cleanup Node, and release your mouse button. GlobalCapture Quick Start Guide Release to Inbox 9

12 11. Connect from the Image Cleanup Node to the Release Node. 12. Connect from the Release Node to the End Node. 13. Save and publish the Workflow. a. In the upper right of the GlobalCapture Designer, from the Workflow menu, select Save. The Save Workflow dialog box displays. b. In the Title text box, enter a name for this Workflow. c. From the Portal Station drop-down list, select Portal into which this Workflow should be saved. If you have not created any Portals, select the provided Batch Portal. d. In the Engine Select area, enable the checkbox for the GlobalCapture Engine that will run this Workflow. If you have not installed multiple engines, the default GlobalCapture_1 engine is already selected. e. Enable the Published Workflow checkbox to indicate the Workflow should be run on schedule. 14. Test your Workflow. a. Put sample files into the source location specified in the Import Node. b. In the GlobalCapture Designer, from the Workflow menu, select Save to force the Workflow to run immediately. c. Check to see that the files have been removed from the source location and are now in the destination Inbox specified in the Release Node. 10 Release to Inbox GlobalCapture Quick Start Guide

13 3. Template for Data Extraction What follows are the step to define a Template to extract data from you documents using Template Zones. While there are several Zone types available for data to be extracted, we ll use Marker and Positional Zones to demonstrate the process of creating a Template. 1. Access GlobalCapture. a. From your browser, enter the URL provided by your system administrator. b. Or, from the GlobalSearch desktop client, click the Workflow tab and click GlobalCapture. c. If prompted, enter your Windows or Square 9 credentials. If you are unsure of what credentials to provide, contact your system administrator. The GlobalCapture landing page displays. 2. Access the GlobalCapture Designer by clicking the Design button. The GlobalCapture Designer displays. 3. In the upper right of the GlobalCapture Designer, click Templates. The Template Designer opens on a new tab, and the Load Template dialog box displays. 4. In the lower left of the Load Template dialog box, click New Template. 5. When prompted, enter a name for the Template and click Create. The Load Template dialog displays again, with the new Template added to the list. GlobalCapture Quick Start Guide Template 11

14 6. Click the name of the new Template. The Template Designer displays with a No samples loaded message in the upper left. 7. In the upper right of the Template Designer, click Samples. The Samples dialog box displays with the message No Samples Saved. 8. Load one or more sample. a. In the lower left of the Samples dialog box, click Upload. b. In the Open dialog box, navigate to and click on a file representative of documents that will be processed by the Template. c. Click Open. The upload will take a few moments, as it is run through the OCR engine. When the upload is complete, you are returned to the Samples dialog box from which you can upload additional samples. d. Click Close to close and save the sample list. 9. In the upper right of the Template Designer, click Save. The sample files display only after the Template has been saved. 10. Create a Marker Zone to act as a registration point for the data extraction Positional Zones. a. In the upper right of the Template Designer, click the Add ( + ) to the right of the Zones option. The new Zone shows in the Zones Pane and Properties for the new Zone display in the Properties Pane at the bottom. b. In the Properties Pane, in the Name text box, remove Unnamed and enter a name for the Marker Zone. c. In the Type text box, note that Marker is the default type. d. In the Search String text box, enter text that appears once on the page and can be used to position other Zones. e. Optionally, define a Search Region on the page in which the Marker search string must be found. If no Search Region is defined, the Marker search string can be matched anywhere on the page. 1. At the top of the Properties Pane, click the Locator ( ) icon. 2. Draw a box around the area of the document in which the Marker search string must be found. 12 Template GlobalCapture Quick Start Guide

15 The Search Region is shaded in light pink. f. At the top of the Properties Pane, click the Apply ( ) icon. The text in the Search Region that matches the Marker search string is shaded in a darker pink. 11. Create one or more Positional Zones to extract data. a. In the upper right of the Template Designer, click the Add ( + ) to the right of the Zones option. b. In the Properties Pane, in the Name text box, remove Unnamed and enter a name for the Positional Zone. c. From the Type drop-down list, select Positional. d. From the Parent drop-down list, select the Marker Zone created previously as the Zone that will control this Positional Zone. e. In the Field group, 1. If you are using GlobalSearch and wish to have this Zone populate a GlobalSearch Index Field: a. From the Portal drop-down list, select the Portal that accesses the GlobalSearch instance in which your target database resides. b. From the Database drop-down list, select your target database. c. From the Field drop-down list, select the Index Field to be populated by the Positional Zone. 2. If you are not using GlobalSearch, or are using GlobalSearch but don t want to populate a GlobalSearch Index Field: a. From the Portal drop-down list, select the Portal that accesses your target Workflow Fields. b. From the Field drop-down list, select the Index Field to be populated by the Positional Zone. f. At the top of the Properties Pane, click the Locator ( ) icon. g. Draw a box around the area of the document containing the data to be extracted. The extraction region is shaded in light blue. h. At the top of the Properties Pane, click the Apply ( ) icon. The text in the extraction region is shaded in a darker blue and the extracted text displays in a pop-up in the lower left of the Template Designer. 12. In the Template Designer menu, click Save to save the Template. 13. In the upper right of the Template Designer, click Logout to leave the Template Designer and return to the GlobalCapture landing page. GlobalCapture Quick Start Guide Template 13

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17 4. Extract Data, Release-to-File Workflow What follows are the step to create a simple Workflow to import files from a watched Windows folder, convert any text-based files to PDF, extract data with a Template, release all files to a destination Windows folder and export the associated extracted data. 1. Access GlobalCapture. a. From your browser, enter the URL provided by your system administrator. b. Or, from the GlobalSearch desktop client, click the Workflow tab and click GlobalCapture. c. If prompted, enter your Windows or Square 9 credentials. If you are unsure of what credentials to provide, contact your system administrator. The GlobalCapture landing page displays. 2. Access the GlobalCapture Designer by clicking the Design button. The GlobalCapture Designer displays. 3. Drag the Import Node onto the Design Canvas. GlobalCapture Quick Start Guide Extract Data, Release To File 15

18 The Import Node Settings dialog box displays. 4. Configure and save import setting. a. In the Title text box, enter a name for this Node. b. In the Frequency area, enter or select how often this Workflow should run. While testing, set the frequency to one day, so the Workflow won t run unnecessarily. c. In the Convert Formats to PDF area, disable any formats you don t want converted. For a list of all file formats converted with these settings, refer to the GlobalCapture Guide. d. In the Source Path text box, enter the complete path of the Windows folder from which the files will be imported. e. Click Save. 5. Drag the Classify Node onto the Design Canvas. The Classify Node Settings dialog box displays. 6. Configure and save classify settings. a. In the Title text box, enter a name for this Node. b. Enable the Apply Only Selected OCR Templates checkbox. 16 Extract Data, Release To File GlobalCapture Quick Start Guide

19 c. From the Available OCR Templates list on the left, double-click or click and drag the appropriate Template into the Applies OCR Templates list on the right. d. Click Save. 7. Drag the Release Node onto the Design Canvas. The Release Node Settings dialog box displays. 8. Configure and save release settings. a. In the Title text box, enter a name for this Node. b. In the Export Path text box, 1. Enter the static Windows folder into which the converted and/or cleaned up files are to be released. 2. Or, to represent a variable folder in the export path, rather than typing the folder name, type a left brace ( { ) to display the list of system variables that can be used to name the folder and select a variable from the list. c. In the File Naming Format text box, 1. Enter text to be used in naming the released files. 2. Or, type a left brace ( { ) to display the list of system variables that can be used to name the released files, then select a variable from the list. d. Click Save. 9. Drag the Export Data Node onto the Design Canvas. The Export Data Node Settings dialog box displays. GlobalCapture Quick Start Guide Extract Data, Release To File 17

20 10. Configure and save export settings. a. In the Title text box, enter a name for this Node. b. In the Export Type area, select the format to which the data should be exported; 1. CSV: a. In the Export Path text box, enter the Windows folder and filename into which the extracted data will be placed. b. Enable the Include Column Headers checkbox if appropriate. c. Enable the Append To Existing checkbox if appropriate. 2. SQL: a. In the Connection String text box, enter a connection string to define the SQL instance and database into which the data will be placed. c. Click Save. 11. Drag the End Node onto the Design Canvas. 12. Connect from the Import Node to the Classify Node. a. Hover over the edge of the Import Node until your mouse pointer changes to a hand. b. Press and hold your left mouse button, drag to the edge of the Classify Node, and release your mouse button. 13. Connect from the Classify Node to the Release Node for successful classification. The Conditional Select dialog box displays. 18 Extract Data, Release To File GlobalCapture Quick Start Guide

21 a. With the Classified radio button selected, click Save. 14. Connect from the Release Node to the Export Node. 15. Connect from the Export Node to the End Node. 16. Connect from the Classify Node to the End Node for unsuccessful classification. The Conditional Select dialog box displays. a. With the Unclassified radio button selected, click Save. GlobalCapture Quick Start Guide Extract Data, Release To File 19

22 This Workflow should have additional steps in the event the document fails classification (cannot be read by the Template). Consider inserting a Validation Node so a user can provide metadata manually or with KeyFree Indexing, and/or inserting an Node to let someone know there is a document that failed classification. 17. Save and publish the Workflow. a. In the upper right of the GlobalCapture Designer, from the Workflow menu, select Save. The Save Workflow dialog box displays. b. In the Title text box, enter a name for this Workflow. c. From the Portal Station drop-down list, select Portal into which this Workflow should be saved. If you have not created any Portals, select the provided Batch Portal. d. In the Engine Select area, enable the checkbox for the GlobalCapture Engine that will run this Workflow. If you have not installed multiple engines, the default GlobalCapture_1 engine is already selected. e. Enable the Published Workflow checkbox to indicate the Workflow should be run on schedule. 18. Test your Workflow. a. Put sample files into the source location specified in the Import Node. b. In the GlobalCapture Designer, from the Workflow menu, select Save to force the Workflow to run immediately. c. Check to see that the files have been removed from the source location and are now in the destination location specified in the Release Node. 20 Extract Data, Release To File GlobalCapture Quick Start Guide

23 5. Extract Data, Release-To-Archive Workflow What follows are the step to create a simple Workflow to import files from a watched Windows folder, convert any text-based files to PDF, extract data with a Template, and release all files and the associated data to a GlobalSearch Archive. 1. Access GlobalCapture. a. From your browser, enter the URL provided by your system administrator. b. Or, from the GlobalSearch desktop client, click the Workflow tab and click GlobalCapture. c. If prompted, enter your Windows or Square 9 credentials. If you are unsure of what credentials to provide, contact your system administrator. The GlobalCapture landing page displays. 2. Access the GlobalCapture Designer by clicking the Design button. The GlobalCapture Designer displays. 3. Drag the Import Node onto the Design Canvas. The Import Node Settings dialog box displays. GlobalCapture Quick Start Guide Extract Data, Release to Archive 21

24 4. Configure and save import setting. a. In the Title text box, enter a name for this Node. b. In the Frequency area, enter or select how often this Workflow should run. While testing, set the frequency to one day, so the Workflow won t run unnecessarily. c. In the Convert Formats to PDF area, disable any formats you don t want converted. For a list of all file formats converted with these settings, refer to the GlobalCapture Guide. d. In the Source Path text box, enter the complete path of the Windows folder from which the files will be imported. e. Click Save. 5. Drag the Classify Node onto the Design Canvas. The Classify Node Settings dialog box displays. 6. Configure and save classify settings. a. In the Title text box, enter a name for this Node. b. Enable the Apply Only Selected OCR Templates checkbox. 22 Extract Data, Release to Archive GlobalCapture Quick Start Guide

25 c. From the Available OCR Templates list on the left, double-click or click and drag the appropriate Template into the Applies OCR Templates list on the right. d. Click Save. 7. Drag the Release Node onto the Design Canvas. The Release Node Settings dialog box displays. 8. Configure and save release settings. a. In the Title text box, enter a name for this Node. b. In the Release Type area, click the Archive radio button. c. From the Square9 API drop-down list, select the Portal that accesses the GlobalSearch instance in which your target database and Archive reside. If you have not created any instances, select the provided Square9 API Portal. d. From the Database Destination drop-down list, select a target database from those available in the selected instance. e. From the Archive Destination drop-down list, select a garget Archive from those available in the selected database. f. Click Save. 9. Drag the End Node onto the Design Canvas. 10. Connect from the Import Node to the Classify Node. a. Hover over the edge of the Import Node until your mouse pointer changes to a hand. b. Press and hold your left mouse button, drag to the edge of the Classify Node, and release your mouse button. GlobalCapture Quick Start Guide Extract Data, Release to Archive 23

26 11. Connect from the Classify Node to the Release Node for successful classification. The Conditional Select dialog box displays. a. With the Classified radio button selected, click Save. 12. Connect from the Release Node to the End Node. 13. Connect from the Classify Node to the End Node for unsuccessful classification. The Conditional Select dialog box displays a. With the Unclassified radio button selected, click Save. This Workflow should have additional steps in the event the document fails classification (cannot be read by the Template). Consider inserting a Validation Node so a user can provide metadata manually or with KeyFree Indexing, and/or inserting an Node to let someone know there s a document that failed classification. 14. Save and publish the Workflow. a. In the upper right of the GlobalCapture Designer, from the Workflow menu, select Save. 24 Extract Data, Release to Archive GlobalCapture Quick Start Guide

27 The Save Workflow dialog box displays. b. In the Title text box, enter a name for this Workflow. c. From the Portal Station drop-down list, select Portal into which this Workflow should be saved. If you have not created any Portals, select the provided Batch Portal. d. In the Engine Select area, enable the checkbox for the GlobalCapture Engine that will run this Workflow. If you have not installed multiple engines, the default GlobalCapture_1 engine is already selected. e. Enable the Published Workflow checkbox to indicate the Workflow should be run on schedule. 15. Test your Workflow. a. Put sample files into the source location specified in the Import Node. b. In the GlobalCapture Designer, from the Workflow menu, select Save to force the Workflow to run immediately. c. Check to see that the files have been removed from the source location and are now in the destination location specified in the Release Node. GlobalCapture Quick Start Guide Extract Data, Release to Archive 25

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