Transform Scan Center. User s Guide

Transcription

1 Transform Scan Center User s Guide

2 Notices Notices User s Guide Version 3.2 Copyright Bottomline Technologies, Inc All Rights Reserved Published in the United States of America Information in this document is subject to change without notice and does not represent a commitment on the part of Bottomline Technologies. Bottomline Technologies makes no warranties with respect to this documentation and disclaims any implied warranties of merchantability or fitness for particular purpose. Bottomline Technologies 325 Corporate Drive Portsmouth, NH Telephone: (603) Fax: (603) btinfo@bottomline.com Internet: June 23, 2008, version /22/08 2

3 Table of Contents Table of Contents Using This Guide... 5 Using the PDF Version of This Guide... 5 Contacting Bottomline Technologies... 6 Technical Services... 6 Documentation... 6 Understanding... 7 Custom Export Option... 7 Installation Requirements... 8 Computer Software... 8 Computer Platform... 8 Absolute Minimums... 8 Recommended... 8 Scanner and Interface... 9 Installing Installation Prerequisites Installing Running for the First Time Configuring Managing Functional Profiles Defining the Profile Manager Configuration Defining the IScan Setup Batch Pilot Defining the Directory Scanning Configuration Defining the Indexing Configuration Defining the Automatic Page Grouping Configuration Defining the Automatic Page Grouping Zone Definition Managing Zone Templates Defining the Template Manager Options Defining the Configure Zone Basic Options Defining the Configure Zone Auto-Fill Options Defining the Configure Zone Barcode Options Defining the Configure Zone Template Options Activating and Defining a Zone Testing the Zone Definition Scanning with Using the Grouping Panel Using the Indexing Panel Using Custom Export Options General Description of Custom Export Network Requirements for Custom Export Custom Export Options Custom Export Document Categories Export Routine Customization Configuring and Implementing Functions Configuring the Transform Content Center Communication Connection Backing Up Setting the Viewing Options for the Grouping and Indexing Panels... 63, version /22/08 3

4 Table of Contents Viewing Options for Understanding Cover Page Features Understanding Pages and Documents Using Document Separators Understanding Extension Scripts Using the Zone Template Extension Scripts Using the Common Extension Script Using the Startup Extension Script Using the Automatic Page Grouping (APG) Extension Script Understanding Data Visibility Between Inherent Code and Extension Scripts Using Extension Scripts and Examples Frequently Asked Questions (FAQ) Involving the General Use of Involving Exporting From to Transform Content Center Troubleshooting Received Error Message during Installation of Grouping Panel Print Preview Option Does Not Preview Document Enable Debug Mode to Display Troubleshooting Messages Cannot Establish Transform Content Center Server Connection Received Error Message when Configuring Kofax VRS Interface Upgrading Performing Pre-Upgrade Tasks Uninstalling Upgrading... 84, version /22/08 4

5 Using This Guide Using This Guide Bottomline Technologies, Inc. developed this guide to help you understand how Transform Scan Center works and to perform software user or administrator tasks. Using the PDF Version of This Guide Bottomline Technologies includes a PDF version of this guide in the docs folder on the CD. To open the PDF, you must have Adobe Reader version 5.0 or higher installed on your computer. Download the latest version of Adobe Reader from at no charge. With Adobe Acrobat Reader, you can display, search, copy, print pages, and click hyperlinks. You can also click headings or page numbers in the table of contents, index, or references in the text to display those headings or pages. For help using PDF files, in Adobe Reader, press F1. Tip With Adobe Reader 8.0, you can search for every instance of a word or phrase in a guide. From the Edit menu, select Find, and then from the Find drop-down, select Open Full Acrobat Search., version /24/08 5

6 Using This Guide Contacting Bottomline Technologies This section provides Technical Services and Documentation contact information. Technical Services If you have questions about and are unable to find the answers in this guide, contact Technical Services in one of the following ways: USA (Atlanta, GA) Web: Telephone: Fax: Technical Services is available Monday through Friday from 8:00 A.M. to 8:00 P.M., Eastern Time (GMT 5 hours). Europe (United Kingdom) Web: Emea-support@bottomline.com Telephone: ( if calling from outside the UK) Fax: ( if calling from outside the UK) Technical Services is available 8:30 AM to 5:30 PM Monday through Thursday and 8:30 AM to 5:00 PM Friday. Documentation Bottomline Technologies is always interested in improving the quality of the product documentation. If you find errors or omissions in this guide or have improvement suggestions, your specific comments to us at documentation@bottomline.com. You can send comments anonymously or provide complete contact information so we may contact you. We solicit and welcome your input. This address is not for resolving support issues. For support issues, contact support@bottomline.com., version /24/08 6

7 Understanding Understanding Transform Scan Center is a scan-to-archive solution for a wide variety of documents. Transform Scan Center captures images and forwards them to Transform Content Center. When used together with a Transform Content Center, it offers an efficient and effective alternative to long-term paper document archive. You configure this operation by creating one or more Functional Profiles which dictate how behaves when a batch of documents are scanned. You can create multiple Functional Profiles to quickly select how a batch of scanned documents is processed. The scan-to-archive process consists of the following steps: 1. Scan: either by using a physical document scanner or accessing TIF (Tagged Image Format) images from a local or network file location 2. Read: using Optical Mark Recognition (OMR) that can read characters or barcodes 3. Group: associating scanned pages into documents 4. Index: selecting an archive document type and entering index data for retrieval searches 5. Export: passing to the archive system Custom Export Option also offers a custom export option that allows the results of Transform Scan Center to be exported to something other than a Bottomline Technologies archive system. The custom export option is defined per Functional Profile, and therefore a single installation can support a combination of scan-to-archive Functional Profiles and custom export Functional Profiles. A Functional Profile defined for custom export can function like the scan-to-archive process described above, or it can perform an optional Classify step instead of the Index step. For information, refer to Using Custom Export Options., version /22/08 7

8 Installation Requirements Installation Requirements Computer Software Install on a Microsoft Windows XP Operating System with Service Pack 2. Computer Platform is a single-computer document scanning and indexing solution. For optimum performance, it requires significant hardware processing power and display capability. When processing a batch, the Optical Character Recognition (OCR) reads the pages, which is a processor and memory intensive process. is also graphics intensive (drawing, sizing and displaying images on-screen). You can select areas of characters on images to reduce manual entry. Therefore a relatively large, high-contrast display and display resolution reduces unnecessary scrolling and manual image resizing. An investment in a fastest-possible, yet cost-effective computer for this specialized application provides a demonstrable return in user productivity. Absolute Minimums Pentium IV, 3 GHz or faster (or AMD equivalent) 2 GB RAM 80 GB hard disk drive XVGA display (1024 x 768) Connection appropriate to selected scanner (SCSI or USB) Recommended Fast dual core Intel or AMD processor with fast front-side bus specs 2 GB of high-performance RAM 80 GB hard disk drive High-resolution, wide-screen display (1400 x 1050) with a inch, high-contrast LCD monitor, version /22/08 8

9 Installation Requirements Scanner and Interface is dependent on the quality of the scanned document images. If the images are not sharp, high fidelity and square (not skewed), it reduces the usability of scanned document. You can use just about any document scanner designed to interface with a desktop computer that meets the following requirements. To assist you with your selection of a scanner, refer to the following. Per-page performance: How many sheets per minute can the scanner read at a 300 DPI resolution? This depends exclusively on your expected scanning volume and represents the highest cost-toperformance tradeoff. A page per minute scanner is a good minimum selection. Flatbed scanners are not recommended. Duplex versus simplex (double- versus single-sided scanning): If any of the documents you anticipate scanning are double-sided, you should have a duplex scanner. Color versus monochrome: OCR (Optical Character Recognition) is most efficient and effective with high-contrast monochrome scans. While a document scanned and stored in color may be nice for retrieval from archive later, the scanning and processing is slower, image file sizes are significantly larger, and the OCR may actually not be as accurate which somewhat increases user interaction. Document feeder capacity: Like per-page performance, this is primarily an anticipated document volume decision. Note that smaller batches (20-25 pages) are actually easier to work with than larger batches. Kofax Virtual Rescan (VRS): This technology is highly recommended because it significantly increases OCR effectiveness, especially when the source document pages are not in pristine condition. VRS is sometimes embedded in higher-end scanners, or you can use a VRS interface card or software VRS that works in the computer s memory. In this application, VRS is only used to provide image optimization. provides the OCR and barcode recognition internally, so these optional VRS features are not used. Driver and interface protocol: There are three supported interface/driver types. Kofax software VRS with an SCSI (Small Computer System Interface) connection Kofax interface board such as the Adrenaline series ISIS (Image and Scanner Interface Specification) driver and protocol for SCSI or USB connection. While most commercial-grade document scanners are available with ISIS capability, double-check which physical connection type (SCSI/USB) is supported via ISIS. For example, a scanner may have both USB and SCSI physical connection options, yet the ISIS driver only works when using the SCSI connection., version /22/08 9

10 Installing Installing This section provides instructions for installing, including: Installation Prerequisites Installing Running for the First Time, version /22/08 10

11 Installing Installation Prerequisites Before installing, verify the following prerequisites: Review and ensure that you meet the computer hardware and operating system software specifications. You should also review the scanner requirements to verify the performance levels. Install a scanner driver, connect to and test the scanner using the tools provided by the scanner manufacturer. You must use a Kofax VRS, a Kofax hardware interface board and VRS or an ISIS driver when scanning. does not support TWAIN scanners. Caution Verify the scanner s basic functionality before installing. You must have administrator privileges for the computer where you will install the application. You must install on a local hard disk drive. The installation path must be C:\Bottomline\SCN where C:\ is the drive where you install Transform Scan Center. Do not change the path name \Bottomline\SCN. The installation batch file Install.cmd must run from a command prompt. A Transform Content Center server must be installed, configured and available on the network before beginning the installation of. The integration between Transform Scan Center and Transform Content Center involves a shared network folder that must be established on the Transform Content Center server before beginning this installation., version /22/08 11

12 Installing Installing Caution Before beginning the installation, review and validate that you meet all installation prerequisites. To install, complete the following steps: 1. Insert the CD into the CD drive. 2. Open a Windows command prompt. 3. Change to the CD drive, and then enter a command to view the directory. For example: Enter D: and press Enter. Enter dir and press Enter. The Install.cmd batch file name appears. 4. At the command line prompt, enter Install C:, and then press Enter. A confirmation message appears. Notes You must include a colon character after the drive letter. The assumption for this guide is that the installation drive is C:, and therefore the installation directory is C:\Bottomline\SCN. 5. To confirm continuing the installation, press any key. This installation phase copies the run-time files to the computer. This may take a few minutes. A completion message appears in the command prompt window when it finishes. 6. Once the installer completes, close the command prompt window. 7. Browse to the C:\Bottomline\SCN\support\download folder and install the following items: setuppad.exe: The Microsoft ActiveX Control Pad is a forms functions class used by Transform Scan Center. Accept the installation defaults. fm2paste.exe: The update for setuppad.exe. Accept the installation defaults. Note You may be asked to restart your computer after running the setuppad.exe file. Restart your computer and then return to the installation. If you are not prompted to restart, continue with the next steps. 8. Browse to the C:\Bottomline\SCN\install folder, and then double-click Setup.exe to complete the installation. Accept the installation prompts. 9. When the installation completes, restart your computer., version /22/08 12

13 Installing Running for the First Time 1. Open 3.2 by clicking Start, Programs, and then. 2. The first time 3.2 runs, it will ask you to enter your company name. 3. It will also prompt you to complete a connection configuration menu. The configuration items on this menu deal primarily with the communication configuration with Transform Content Center. For more information, refer to Configuring the Transform Content Center Communication Connection. 4. You can return to the connection configuration menu at any time from the main Transform Scan Center window by selecting Configuration, and then Transform Content Center connection configuration. 5. Test the connection to Transform Content Center by selecting Transform Content Center connection test within the same menu. 6. Create one or more Functional Profiles as described in Managing Functional Profiles. 7. Create one or more zone templates for use with functional profiles (optional) as described in Managing Zone Templates. 8. Run a batch of documents through as a test, performing the final, one-time configuration within the Grouping and Indexing panels as described in Setting the Viewing Options for the Grouping and Indexing Panels. 9. Backup the configuration as described in Backing Up., version /22/08 13

14 Configuring Configuring When you scan with, the batches are processed based on the information you configure on the Functional Profiles and Zone Templates. This section includes: Managing Functional Profiles Managing Zone Templates Managing Functional Profiles Functional Profiles allow you to create templates to dictate how behaves when a document is scanned. This includes selecting an archive system type, selecting a default Document Category, whether the input is via a Kofax, ISIS or directory scan interface, page grouping options and full-page OCR/Barcode options. To manage Functional Profiles, from the Configuration menu, select Manage Profiles. The Profile Manager appears. Note When creating Functional Profiles that include a Zone Template, you first create the Functional Profile without referencing a Zone Template and save the Functional Profile. Then you create the Zone Template and return to the Functional Profile to update it with a Zone Template reference. Alternately, you can also create the Zone Template first and then create any Functional Profiles that reference the Zone Template., version /22/08 14

15 Configuring Defining the Profile Manager Configuration When you initially open a Functional Profile, the Profile Manager appears. For information on each field, refer to the graphic and the following table. Reference Number Option Description 1 Exit Close the Functional Profile. 2 Save Save any changes to the Functional Profile. 3 Add Profile Add a Functional Profile. 4 Delete Profile Delete the current Functional Profile that appears on the Profile Manager. 5 Select Profile Select a different Functional Profile to view or modify within the Profile Manager. 6 Profile Properties Change the current profile name and description., version /22/08 15

16 Configuring Reference Number Option 7 Erase all Configuration Settings Description Permanently erases all Functional Profiles and Zone Templates. Caution: This action is irreversible. Do not select this option after your initial set up and the first time you ran. 8 Functional Profile Name Displays the name of the Functional Profile that you see in the Select Functional Profile list. 9 Default Profile If selected, this Profile is the one that appears by default when is opened. Scan Document Image Source 10 Use document scanner Select if a physical scanner is used during processing when this Functional Profile is used. If selected, two fields appear. Kofax VRS interface: use for a Kofax VRS scanner. ISIS interface: ISIS interface: use for an ISIS scanner. Click Config to open the IScan Setup Batch Pilot window. For additional information, refer to Defining the IScan Setup Batch Pilot. 11 Scan from directory If selected, a local or network folder is scanned for TIF images during processing when this Functional Profile is used. Click Config to open the Directory Scanning Configuration to specify the folder to scan. You can also specify what happens to the images from the scanned directory after the scan. For additional information, refer to Defining the Directory Scanning Configuration. Read Basic OCR/OMR Options 12 Read Basic OCR/OMR Options Select the page reading area for OCR/barcode reading. Do not read entire page(s) using OCR technology: When images are scanned, only activated zones are read for values to identify on the Indexing Panel. This option is helpful if the values are not always in the same location for the various images that will be scanned or not located the way the you use the information. This option requires less time for the reading process. Read entire page(s) using OCR technology: When images are scanned, the full image, including activated zones, is read for values to identify on the Indexing Panel. This option allows you to easily select the information on the scanned image to automatically fill the Index Name fields. This option requires additional time for the reading process., version /22/08 16

17 Configuring Reference Number Option 13 Zone Template Associated with this Profile Description Identifies the Zone Template associated with this Functional Profile. The number of activated zones is also displayed. Zones allow you to define areas on the page to read for values for indexing information. If the scanned images have values in the same position for most images, you may want to associate a Zone Template with this Functional Profile. 14 Zone Template Selection Click Add to select a Zone Template. If a Zone Template is already associated with the Functional Profile, click Change to view the template information. Click Remove to remove the zone template from the profile. For information, refer to Managing Zone Templates. Group Page Grouping Associated with this Profile 15 Group Page Grouping Associated 16 Automatic Page Grouping Options Select the grouping option for pages during processing. Always single page; no page grouping required: All documents must have only one page as the Grouping Panel is not displayed during processing. Assume multi-page documents: When the Grouping Panel is displayed, a Document Separator is automatically added to the first position, which creates a single document that includes all pages. You must insert additional Document Separators if you want multiple documents during processing. Assume single-page documents: When the Grouping Panel is displayed, all pages are shown as individual, single page documents. You must insert Document Separators to create multi-page documents. Note: This option is automatically selected if you enable Automatic Page Grouping Options. Displays the Automatic Page Grouping Options used for this Functional Profile. Click Config to set Automatic Page Grouping. For information, refer to Defining the Automatic Page Grouping Configuration., version /22/08 17

18 Configuring Classify Document Category Selection 17 Classify Document Click Config to configure the custom export options for the Classify panel. For example, you can select the export document file type, and choose document category selections. Note: This option is only enabled when you select the Custom export Classify mode. Index - Archive Index Data Entry 18 Index Archive The Index Archive Index Data Entry options are only available if you selected the Custom export Index mode and are exporting to Transform Content Center. Select beside the Document capture and archive field to display the Index Archive Index Data Entry options. Offer all available Document Category names: When you scan an image, on the Indexing Panel you can select from a complete list of Document Categories stored on the archive system. Offer only selected Document Category names: When you scan an image, on the Indexing Panel, you can select from a partial list of Document Categories. Click Config to select the Document Categories to display on the Indexing Panel. Allow documents to be removed from the batch: When you scan images, on the Indexing Panel you can have documents removed from the batch after scanning. The removed documents are not exported to the archive system. Click Config to identify the location for storing image files removed from the batch., version /22/08 18

19 Configuring Export Destination at End of Batch Process 19 Export - Destination Document capture and archive: Select to enable document capture direct to a Bottomline Technologies archive. Archive Type: offers a list of archive systems available. (optional) Default Category Name: From the list, select the default Document Categories to be associated with all documents scanned using this Functional Profile. Custom export Classify mode: Select to send grouped documents to the Classify panel where you can classify each document type by choosing from a list. The documents are then exported to the target location. Click Config to configure the custom export options for the Classify panel. Custom export Index mode: Select to send grouped documents to the Indexing pane where you select a document type from a list and fill in indexing information. The documents are then exported to the target location. Click Config to configure the custom export options for the Indexing panel., version /22/08 19

20 Configuring Defining the IScan Setup Batch Pilot On the Manage Profile window, in the Scan Document Image Source section, select beside the Use document scanner field, and then click Config to open the IScan Setup Batch Pilot. For information on each field, refer to the graphic and the following table. Reference Number Option 1 Settings File: (one for each scanner) 2 Imprint Script File: (with path) 3 StartBatch File: (with path) Description Click Click Click file. to browse to and select the scanner s setting file. to browse to and select the scanner s script file. to browse to and select the scanner s StartBatch 4 Mode Alternative scanning modes. For example, Black and White, 256-Level Gray, 24-Bit Color. Note: Your choice of scanning Mode affects the availability of settings in the Brightness area. 5 Dither Dither parameters 6 Dots per Inch Dots per inch parameters. For example, , version /22/08 20

21 Configuring Reference Number Option Description 7 Page Size A range of alternative page sizes. For example, A4 to Scanner s Maximum. 8 Color Format Color format criteria to be applied. 9 Compression Alternative compression settings. For example, CCITT Group4 to None. 10 Kodak Mode Designates a processing mode for larger Kodak scanners. 11 Turn Log On Creates a log file for scanner activity. This option is typically selected. 12 Create Documents Creates documents within the batch automatically. This option is typically selected. 13 Select Scanner Opens a list of scanners provided by the scanner driver installation. 14 More Accesses an Advanced Settings dialog, with parameters you can use to enhance your scanner s performance. For information, refer to Advanced Settings for the IScan Setup. 15 Brightness According to the combination of scanner and ISIS driver, settings in this area may be used to help govern the brightness of the images produced by the scanner. Manual/Auto: Manual allows you to adjust the scanner s Brightness settings. Auto uses built-in scanner/driver algorithms. Brightness continuum: Modifies the default Brightness setting for each image if the Manual radio button is active. Darken button: Moves a setting on the Brightness continuum from a position brighter than Normal back to the default Normal setting. Normal button: Moves a setting on the Brightness continuum from a position that s brighter or darker than Normal back to the Normal setting. Lighten button: Moves a setting on the Brightness continuum from a position darker than Normal back to the default Normal setting. 16 Contrast Settings in this area help govern the contrast of the images. Manual/Auto: Manual allows you to adjust the scanner s Contrast settings. Auto uses built-in scanner/driver algorithms. Contrast continuum: Modifies the default Contrast setting for each image. If the Manual radio button is active, you can drag the Contrast button along the continuum to change the setting., version /22/08 21

22 Configuring Reference Number Option Description 17 Other Scanner Settings These additional scanner settings that help govern iscan task operations. Duplex: If selected, permits the scanner to scan both sides of a page simultaneously. Note: This procedure creates front and back Image files for each scanned paper page. For example, TM tif and TM tif. Flatbed: If selected, limits the scanner to pages placed on its flatbed. MultiStream Color First: If selected, directs the scanner to create two different image files for each page it scans. For example, the Image Type of the first image will be color and the second might be black & white or grayscale. MultiStream Binary First: If selected, directs the scanner to create two different image files for each page it scans. If you select this option, the Image Type of the first image will be binary. 18 Separate Documents on Patch Code Type Accept the default selection None. To ensure that the batch processes without problems, do not change the Patch Code Type. 19 Done Save the changes and close the window. 20 Cancel Close the window without saving changes., version /22/08 22

23 Configuring Advanced Settings for the IScan Setup The make-up, settings and alternative values of the Advanced Settings dialog depend entirely on your IScan task s combination of scanner and ISIS driver. The illustration below shows just one example. For information on the advance setting options, refer to the documentation provided by the scanner manufacturer., version /22/08 23

24 Configuring Defining the Directory Scanning Configuration On the Manage Profile window, in the Scan Document Image Source section, select beside the Scan from directory field, and the click Config to open the Directory Scanning Configuration. Directory scanning, by default, scans only the directory as defined for that Functional Profile on the Directory Scanning Configuration, in the Directory to scan for images field. To scan sub-directories as well, select beside the Scan sub-directories as well field. When enabled, both the configured directory and all sub-directories are scanned for TIF image files. For information on each field, refer to the graphic and the following table. Reference Number Scan Option 1 Directory to scan for images 2 Scan sub-directories as well Description Click Browse to navigate to the directory on a local or network drive that identifies the location of the TIF image files for this Functional Profile. Select if the sub-directories of the previous directory also contains TIF image files for this Functional Profile., version /22/08 24

25 Configuring Reference Number Option 3 Maximum files to scan from directory Description Enter the maximum number of files to scan from the directory folder for each batch. Accept the default value zero to scan all files from the directory folder. Note: You should only enter a value if you are expecting multi-page TIF images in the directory folder. Post-scan 4 After scanning, copy Click Browse to navigate to the directory on a local or network drive where you want to store image files after they have been scanned. Image files are moved from the Directory to scan for images folder to this location. If this field is blank, the image files are deleted (not moved). Special Features 5 Sub-directory name selects Document Category Select to enable the automatic selection of a Document Category using the scanned sub-directory to classify the document during processing. The name of the sub-directory is compared to the available Document Categories without using spaces in order to find a match. If a match is not found, the Document Category is not automatically selected and the Indexing Panel appears for you to manually select a Document Category. 6 Bypass Grouping If you enable the automatic selection of a Document Category, you can select this option to not display the Grouping Panel if, during processing, there is only one TIF image and a matched Document Category is automatically selected. Advanced Directory Scan Configuration 7 Advanced Configuration Click Advanced Configuration to display the RuleRunner Setup. Note: Only experienced administrators should configure the options on the RuleRunner Setup with the assistance of Technical Services. Automatic Document Category Selection When you scan a batch of images, the Indexing Panel allows you to select a Document Category from the list of Document Categories on the archive system. If you want the application to automatically select a Document Category based on the sub-directory name, then select beside the Sub-directory name selects Document Category field. The comparison is performed without using the space characters. If a match is found, the matched Document Category is automatically selected when the batch is processed., version /22/08 25

26 Configuring Bypass Grouping The Grouping Panel allows you to manually group pages into documents when you scan a batch of images. If there is only one page in the batch, you do not need to group it, and you can suppress the Grouping Panel from being displayed. To do this, select beside the Bypass Grouping field, and the Grouping Panel is not displayed under the following circumstances. On the Profile Manager, the Always single page; no page grouping required field must be selected. On the Directory Scanning Configuration, the Scan sub-directories as well field must be selected. The name of the scanned sub-directory must match a Document Category. The scanned sub-directory only contains a single TIF file and the TIF file contains no more than one page. If all these conditions are true for a specific scan batch, then the Grouping Panel is not displayed. Multi-Page TIF Image Processing When you configure a Functional Profile to perform directory scanning, the TIF images may be a multi-page type. automatically separates a directory scanned multi-page TIF file into individual TIF files in sequential filename order, and retains the page numbers for each separated TIF file. If the directory scanned TIF file is multi-page, the Grouping Panel automatically adds a Document Separator so you do not need to re-group these pages manually., version /22/08 26

27 Configuring Defining the Indexing Configuration On the Manage Profile window, in the Index- Archive Index Data Entry section, select beside the Offer only selected Document Category names field, and then click Config to open the Indexing Configuration. For information on each field, refer to the graphic and the following table. Reference Number Option 1 Document document category selection options during Indexing 2 Documents removed from batch Description From the Category names available on Transform Content Center list, select the Document Categories to display on the Indexing Panel and then click. From the Category names from which to choose during use list, click to remove Document Catgegories from the Indexing Panel. On the Profile Manager, in the Index section, if you select beside the Allow Documents to be removed from the batch field, click Browse to navigate to the location for storing image files removed from the batch., version /22/08 27

28 Configuring Defining the Automatic Page Grouping Configuration On the Manage Profile window, in the Group Page Grouping Associated with this Profile section, click Config to open the Automatic Page Grouping Configuration. Automatic Page Grouping options simplify the scanning process of multi-page documents. For additional information, refer to Automatic Page Grouping (APG) Features and Capabilities and Limitations of Page Grouping. For information on each field, refer to the graphic and the following table. Reference Number Option 1 Enable Automatic Page Grouping Description Select to enable automatic page grouping functionality and display other options. 2 On Fixed # of Pages Add a Document Separator automatically every specified number of pages. If this option is selected, enter the number of pages in the pages field., version /22/08 28

29 Configuring Reference Number Option Description 3 On Blank Pages Add a Document Separator automatically before a blank page based on a specified TIF image file size. If this option is selected, enter the number of Kbytes in the blank size threshold field. The detected page can be automatically removed from the batch as well by selecting beside Automatically delete these pages. 4 On Barcode Add a Document Separator automatically before a page Found or Not Found with a barcode. You can indicate barcode value information. The detected page can be automatically removed from the batch as well by selecting beside Automatically delete these pages. If this option is selected, identify the barcode zone by clicking Zone. 5 On Text Add a Document Separator automatically before a page Found or Not Found with text. You can indicate text value information. The detected page can be automatically removed from the batch as well by selecting beside Automatically delete these pages. If this option is selected, identify the text zone by clicking Zone. 6 On Keywords Add a Document Separator automatically before a page with or without a specified keyword(s). You can add or remove Keywords to look for and Keywords that negate grouping selection. The detected page can be automatically removed from the batch as well by selecting beside Automatically delete these pages. If this option is selected, identify the keyword zone by clicking Zone. 7 On Script Results Add a Document Separator automatically before a page based upon the execution of a specified script file. If this option is selected, the application creates a basic VBScript file for you when you save the changes to the configuration. The name of the VBScript file appears next to this selection option once created. Modify the VBScript file to add the action logic that you want. 8 Delete blank pages always Select to automatically remove all pages in the batch based on a specified blank size threshold for the TIF image file size. This can be helpful in removing blank reverse-side pages. 9 Zone definition Displays the current properties of an OCR/barcode reading zone. Click Zone to display the Auto-Grouping Zone Manager. For information, refer to Defining the Automatic Page Grouping Zone Definition., version /22/08 29

30 Configuring Automatic Page Grouping (APG) Features When you scan pages using a physical document scanner, reads the pages one at a time as single image files. If you use directory scanning, the images files may be single or multipage TIF image files. You can use the Automatic Page Grouping options to simplify the scanning process of multi-page documents. If more than one-page images are related, has options to associate these single pages into documents before additional processing. Some options can be used in combination with other options. For information on grouping scanned images, refer to the following. If you use directory scanning, multi-page TIF images are automatically grouped with all pages stored in the same file. If you use a physical scanner, you can insert separator pages into the stack of pages to be scanned. A separator image is provided in C:\Bottomline\SCN\support\seppage\TSCDocSeparator.tif, where C:\Bottomline is the folder where you installed. When the stack is scanned, these separator pages are identified and create the grouping. If you use a physical scanner or directory scanning, you can enable automatic page grouping on the Automatic Page Grouping Configuration. The grouping options are: Automatic grouping based on a fixed number of pages Automatic grouping based on when a blank page is detected Automatic grouping based on the existence of a barcode within a specific area of the page image Automatic grouping by the existence of text within a specific are of the page image Automatic grouping by keywords found within a specific are of the page image Automatic grouping based on the results of a customizable VBScript that can use a barcode value and/or multiple text values found within a specific area of the page image When you scan using a physical scanner or directory scanning, the Grouping Panel is displayed and allows you to manually group pages into documents. Capabilities and Limitations of Page Grouping For the capabilities and limitations of grouping, refer to the following. Inherent Page Grouping: Depending on whether you use directory scanning or a physical scanner, the application applies on the following page grouping functions. Multi-page TIF images that are directory scanned: A Document Separator is inserted before the first page of all page images in a multi-page TIF file. This means that if the TIF file contains four images representing one document with four pages, these pages appear as automatically grouped. However, if the TIF contains four images representing multiple documents, the automatic grouping function only groups all pages that came from the original multi-page TIF file and does not automatically group the documents themselves. You may be able to use another method to group the documents further., version /22/08 30

31 Configuring Physical Document Separator pages: These are reusable fixed paper pages that are manually inserted into the stack of documents prior to scanning. They contain a specific barcode that is automatically detected by to cause page grouping. When a Document Separator page is detected, a separator page thumbnail is automatically inserted within the Grouping Panel and the scanned image files for these Document Separator pages are automatically removed from the batch once detected and used. Automatic Page Grouping Options: The following options are mutually exclusive and must be configured for each Functional Profile. On fixed # of pages: A Document Separator is automatically inserted between every X number of pages that do not already have Document Separators On blank pages: A blank page is a TIF image that is smaller than the configurable size. The default size threshold is 8 Kbytes. A Document Separator is automatically inserted before the detected blank page. After the scan is complete, the Document Separator can be automatically removed if the option is selected. On Barcode: A zone must be defined using the Zone definition features to specify an area on the page. Note The Automatic Page Grouping zone is not related to zones created in a Zone Template. Found/Not found: A Document Separator is inserted before the page that matches one of the following settings. After the scan is complete, the Document Separator can be automatically removed if the option is selected. Any value: If any barcode is found in the zone area with a text value of three or more characters, then a Document Separator is inserted. To avoid a false detection, the barcode value must be three or more alphanumeric characters within ranges a-z, A-Z, and 0-9. If not found, no barcode value was read from the zone area. Value changes: This option is only used with Found. If the value from the zone changes from page to page, each changed value (including blank to non-blank) inserts a Document Separator. Specific value: If found, the application searches for an exact match in the defined zone to the specified value. If not found, it searches for any mismatch between the defined zone to the specific value. After the scan is complete, the Document Separator can be automatically removed if the option is selected. On text: A zone must be defined using the Zone definition features to specify an area on the page. Note The Automatic Page Grouping zone is not related to zones created in a Zone Template. Found/Not found: A Document Separator is inserted before the page that matches one of the following settings. After the scan is complete, the Document Separator can be automatically removed if the option is selected. Any value: If any text is found in the zone area with a text value of three or more characters, then a Document Separator is inserted. To avoid a false detection, the text value must be three or more, version /22/08 31

32 Configuring alphanumeric characters within ranges a-z, A-Z, and 0-9. If Not found, no text value was read from the zone area. Value changes: This option is only used with Found. If the value from the zone changes from page to page, each changed value (including blank to non-blank) inserts a Document Separator. Specific value: If found, the application searches for an exact match in the defined zone to the specified value. If not found, it searches for any mismatch between the defined zones to the specific value. The matching is single-word case sensitive. After the scan is complete, the Document Separator can be automatically removed if the option is selected. On keywords: A zone must be defined using the Zone definition features to specify an area on the page. Note The Automatic Page Grouping zone is not related to zones created in a Zone Template. One or more keyword entries can be defined, as well as one or more keywords to negate the grouping. The keywords must be a single word, not a phrase. A Document Separator is inserted before the page that contains keyword matching one of the following settings. The characters in the defined zone are converted to upper case. The word(s) read from the defined zone are separated into individual words based on space characters. For example, if the text from the defined zone is INVOICE NUMBER DATE 12/17/2007, the individual words are INVOICE, NUMBER, 4290, DATE, and 12/17/2007. The keywords in the Keywords to look for list are compared to the individual words in the defined zone. If a keyword matches, the comparison ends and the state of the match is tentatively set as true. For example, if a keyword is Invoice, when the image is scanned and the word invoice is found, then a Document Separator is inserted. The keywords in the Keywords that negate grouping selection list are compared to the individual words in the defined zone. If a negative keyword matches, the comparison ends and the state of the match is false. If a match is made to a keyword set as true, it negates the keyword matched above. For example, if a keyword is Invoice and you have a negate Keyword of Continued, when an image is scanned and the word Invoice is found as well as the word Continued, then no document separated is inserted. Comparisons are made to individual words to accommodate differences in the way multiple words may be interpreted by the OCR engine from document to document. For example, if the defined zone contains INVOICE NUMBER on one page and INVOICE CONTINUED on the next page, a keyword of INVOICE matches on both pages. You may want to include CONTINUED as a keyword to negate. After the scan is complete, the Document Separator can be automatically removed if the option is selected., version /22/08 32

33 Configuring On Script Results: A zone must be defined using the Zone definition features to specify an area on the page. This option requires the most work to setup; however, it offers the highest degree of accuracy because it can include a higher level of comparison and matching. For Visual Basic Script details on data matching and comparison, as well as examples, refer to Understanding Extension Scripts. Note The Automatic Page Grouping zone is not related to zones created in a Zone Template. Data read from the defined zone and an optional Zone Template (for a total of 21 possible zones) can be used in the evaluation. A basic VBScript file is generated for you when you select this option and save the configuration. The name of the VBScript file appears next to this selection option once created. Every page in the batch is run through the script individually, from first to last page. After the scan is complete, the Document Separator can be automatically removed if the option is selected., version /22/08 33

34 Configuring Defining the Automatic Page Grouping Zone Definition On the Automatic Page Grouping Configuration, in the Zone definition section, click Zone to open the Auto-Grouping Zone Manager. When the window appears, the default zone encompasses the full image. Use your mouse to resize and position the zone rectangle over the area to be evaluated during auto group processing. For information on each field, refer to the graphic and the following table. Reference Option Number 1 Auto Grouping Zone Border Description Use your mouse to resize and position the zone rectangle over the area to be evaluated during auto group processing. In this example, the zone rectangle includes the barcode. 2 Select image Click Select image to select an image for zone definition. 3 Barcode Setup On the Automatic Page Grouping Configuration, if the On Barcode field is selected, use the Type, Orientation and Quality fields to identify the barcode to be read., version /22/08 34

35 Configuring Managing Zone Templates Zones allow you to define areas on the page that you use for reading values for indexing information or to use in a custom scripted extension. Zones can be active or inactive. Zones are initially inactive and do nothing until you activate them by clicking on a blank Zone Name to activate them. You can use zones for any following reasons: To define an area where printed characters are read from the page image To define an area where a barcode is read from the page image To use characters or values from a barcode If the Zone Name is an archive system field name, the characters or barcode value are automatically keyed into the index field within the Indexing Panel. If the Zone Name is not an archive system Index name, the characters or barcode value read from the Zone are available to custom scripted extensions to serve some purpose, such as using different values from the barcode for different purposes or using keywords to automatically identify Content Names. To provide a pull-down, selection list of values available to the Indexing Panel user To define a zone as read-only within the Indexing Panel To define the order of Indexing You use the Zone Template Manager to activate zones and define their locations. A Zone Template has twenty available zones. Only activated zones are used when images are scanned. To manage Zone Templates, from the Configuration menu, select Manage Templates. The Template Manager appears., version /22/08 35

36 Configuring Defining the Template Manager Options When you initially open a Zone Template, the Template Manager appears. For information on each field, refer to the graphic and the following table. Reference Number Option Description 1 Exit Close this Zone Template. 2 Save Save any changes to the Zone Template. 3 Add Template Add a Zone Template. 4 Delete Template Delete the current Zone Template. 5 Select Template Select a different Zone Template to view or modify on the Template Manager. 6 Profile Template Change the Zone Template name and description. 7 Zoom In Increase magnification of the sample image. 8 Zoom Out Decrease magnification of the sample image. 9 Fit To Height Set sample image magnification to fit the window area. 10 Rotate Right Rotate sample image to the right. 11 Rotate Left Rotate sample image to the left. 12 Rotate 180 Rotate sample image 180 degrees., version /22/08 36

37 Configuring Reference Number Option Description 13 View Selection Select the zone display. View Zones: displays the sample image and zone boxes Config Zones: displays configuration options for each zone. Template Options: displays configuration options that apply to this Zone Template, not a specific zone. 14 Index Select if the name of the Zone is an archive system index field name. 15 Zone Name If Index is selected, double-click in the field to select from a list. Otherwise, enter a zone name for data that is not directly sent to the archive system. Click an inactive (blank) zone name to activate that zone. 16 Barcode If selected, the zone reads a barcode and not printed characters. 17 Advanced indicator If visible, the zone in this row has one or more advanced options enabled. Click Config Zone to view these options. 18 Delete Zone Deletes the definition for the currently selected zone. 19 Test Zones Executes an OCR/OMR read of the defined zones on the sample image and returns the results., version /22/08 37

38 Configuring Defining the Configure Zone Basic Options To view or administer the Configure Zone Basic Options, click in a Zone Name field, and then select beside Config Zones. The pointer indicates for which Zone the currently displayed options apply. The round indicators beside the Barcode check box indicates that Config Zone options have been set for a Zone. For information on each field, refer to the graphic and the following table. Reference Number Option Index Field General 1 Make index data entry field read-only to user Description If enabled, this specific zone is displayed as read-only to you within the Indexing Panel. Automatic Content Name Selection by Keywords Found Within This Zone 2 Keywords to look for Add or remove keywords or phrases that, if found within the specific zone area, automatically select a Document Category within the Indexing Panel. 3 Keywords that negate automatic selection Add or remove keywords or phrases that, if found within the specific zone area, cancel out the automatic selection of a Document Category based on positive keywords found in that same zone area., version /22/08 38

39 Configuring Reference Number Option 4 Document Category to be selected Description The Document Category to be automatically selected if any positive keyword(s) are found, and not cancelled-out by negative keywords, within the zone area. Defining the Configure Zone Auto-Fill Options To view or administer the Configure Zone Auto-fill Options, click in a Zone Name field, select beside Config Zones, and then select the Auto-fill Options tab. For information on each field, refer to the graphic and the following table. Reference Option Description Number 6 Values Add or remove selection values to display within the Indexing Panel for this zone in place of a manual key-in box. 7 Allow user to enter a value Allows you to optionally enter a value on the Indexing Panel rather than selecting one in the Values list. 8 Default value If the Allow user to enter a value field is selected, you can enter a default value to display on the Indexing Panel., version /22/08 39

40 Configuring Defining the Configure Zone Barcode Options To view or administer the Configure Zone Barcode Options, click in a Zone Name field, select beside Config Zones, and then select the Barcode Options tab. For information on each field, refer to the graphic and the following table. Reference Number Option 9 Automatically select barcode type and options Description If enabled, attempts to automatically determine the barcode type found within the zone area. This is not as accurate or reliable as defining the barcode options in the fields below., version /22/08 40

41 Configuring Options 10 Type Identifies the type of barcode within the zone area. This field is not available if you select beside the Automatically select barcode type and options field. 11 Orientation Identifies the orientation of the barcode within the zone area. This field is not available if you select beside the Automatically select barcode type and options field. 12 Quality Identifies the quality of barcode image expected. This field is not available if you select beside the Automatically select barcode type and options field. 13 Search up to Identifies the maximum number of barcodes to attempt to read in the zone area. A 0 reads all barcodes in the zone area. This field is not available if you select beside the Automatically select barcode type and options field. 14 Actual barcode dimensions regardless of zone size Identifies the maximum Width and Height dimensions of the barcode regardless of the zone area size. These fields can be blank unless you want to artificially constrain the barcode size. This field is not available if you select beside the Automatically select barcode type and options field., version /22/08 41

42 Configuring Defining the Configure Zone Template Options To view or administer the Configure Zone Template Options, click in a Zone Name field, and then select beside Template Options. For information on each field, refer to the graphic and the following table. Reference Number Option 1 Automatically advance to next document 2 Functionality extensions using VBScript files Description If selected, the Indexing Panel automatically goes to the next document if the index fields are all automatically filledin and contain valid basic data-type information. Caution: If the pages automatically advance, you do not have a chance to manually review them. Displays the functional extensions using VBScript files. Select beside Disable to disable an event-driven extension if you want to troubleshoot the event. Click Open to display the contents of the script file. For information, refer to Understanding Extension Scripts., version /22/08 42

43 Configuring Activating and Defining a Zone Page images may provide information such as names, titles, dates, descriptions and more. Activating a field identifies an area on the image and allows you to provide a definition for that area. To activate and define a Zone, complete the following steps: 1. From the Configuration menu, select Manage Templates. The Template Manager appears. 2. Click in a blank Zone Name field. A message appears asking you to confirm that you want to activate this zone., version /22/08 43

44 Configuring 3. Click Yes. The default zone name, UNNAMED, appears in the Zone Name field, and a default Zone rectangle appears at the top of the sample image. 4. Use the mouse to drag and resize the zone rectangle to an area on the image you want to identify. Notes If the zone identifies a printed character or barcode recognition, position the zone rectangle over the desired area. If the Zone identifies an area for any other purpose (such as for custom scripted extensions), position the zone rectangle to a blank area on the sample image., version /22/08 44

45 Configuring 5. Use one of the following methods to change the zone name: If the Zone is not for an archive system Index, click in the Zone Name field, and then edit the text. If the Zone is for an archive index, select beside Index, and then double-click the Zone Name field to select a name from the list. Testing the Zone Definition After defining one or more Zones, you can test them by clicking Test Zones. The OCR/OMR process uses the Zones and the current sample image. The Zone Template Test Results appears on top of the Template Manager with the following columns: Zone Name Type (OCR or barcode) The Characters and Character Confidence. The OCR confidence values range from 0-9 with 9 being the highest confidence. The confidence indicator is not significant if a barcode is read because the read is either good or bad. If the zone is for a value, the barcode value appears in the Characters field., version /22/08 45

46 Scanning with Scanning with Transform Scan Center To perform a scan-to-archive operation, complete these steps: 1. Open the Client. 2. Click Select Profile. The Select Functional Profile appears., version /22/08 46

47 Scanning with 3. Select a Functional Profile, and then click OK. 4. (optional) Click What is this Profile to verify the profile details. 5. Click Start. The defined scanning functionality executes. When you configure the Functional Profile, you define whether a physical scanner or a specified directory of TIF files is scanned. 6. The Optical Mark Recognition (OCR/barcode) phase begins. This phase reads all characters and barcodes on the scanned image pages. This process may take from a few seconds to a minute or more depending on the number of pages and the number of characters on the page. The Optical Mark Recognition technology reviews all black marks on the image to identify a text character or a barcode pattern. 7. When the OCR/barcode phase finishes, the Grouping Panel appears. When you configure the Functional Profile, you define whether a Document Separator page is automatically inserted., version /22/08 47

48 Scanning with Using the Grouping Panel The Grouping Panel allows you to manually group pages into separate documents and to perform other tasks. For example, you can rearrange the pages, change the page orientation, and delete pages. You can also suspend the batch if you want to temporarily stop working with the batch. When you configure the Functional Profile, you define whether a Document Separator page is automatically inserted. You may also configure the Functional Profile to bypass the Grouping Panel under specific circumstances. The first time you process a batch with, you should set specific viewing options on the Grouping Panel so the window is formatted for easier use. The viewing options may have been set during the installation process. From the File menu, select View. Deselect Toolbar Deselect Status Bar Deselect Thumbnails Deselect Image View Select Autosave Autosave saves these viewing options. For future batches, you can deselect Autosave but it is not required. Note You should only use Grouping Panel s main menu to set viewing options. Do not change any of the other options under the File, Edit, and Navigate menu., version /22/08 48

49 Scanning with To use the Grouping Panel, complete these steps: 1. Group the pages and change the page orientations if required. Select a page image, and then click Add Doc Separator to insert a Document Separator before the page image. Select a page image or Document Separator, and then click Remove Item. Select a page image, and then click a page orientation to reorient the image. Click a Thumbnail Size control to change the size of the thumbnails. Double-click an image for a larger view of the image. Click an image, drag it, and then drop it to a new position. Note When you adjust an image, manipulates the image files, which may require a few seconds for the displayed image to refresh. 2. (optional) Click Restore to reset any actions you have made to this point within the Grouping Panel for this batch., version /22/08 49

50 Scanning with 3. (optional) Click Stop for stopping options. The Batch Stop Options appears. Click End batch to cancel the batch and return to the main window. Click Suspend batch to return to the main window. The next time you start Transform Scan Center, the main window displays a message similar to the following. 4. Click Done to accept the page order, image orientation, and page grouping. The Indexing Panel appears. Using the Indexing Panel The Indexing Panel allows you to assign Transform Content Center document categories and related index values. You can identify the values through manual entry or by selecting text on the image. The data type (for example, numeric, alphabetic, date) is automatically verified by the application. You can also suspend the batch if you want to temporarily stop working with the batch. When you configure the Zone Template, you define the Document Categories that should appear. The first time you process a batch with, you should set specific viewing options on the Indexing Panel so the window is formatted for easier use. The viewing options may have been set during the installation process. From the File menu, select View. Deselect Toolbar Deselect Status Bar Select Thumbnails Deselect Image View Select Autosave Autosave saves these viewing options. For future batches, you can deselect Autosave but it is not required. Note You should only use the Index Panel s main menu to set viewing options. Do not change any of the other options under the File, Edit, and Navigate menu., version /22/08 50

51 Scanning with To use the Indexing Panel, complete these steps: 1. From the list, select a Document Category. When you configure the Functional Profile, you can define a default Document Category to prefill this field. You can change the default Document Category if necessary., version /22/08 51

52 Scanning with 2. In the required index fields that appear, enter values. For example, enter a Reference ID and Employee Name. When you configure the Functional Profile, if you select a Zone Template, required values may automatically prefill these fields. Click in the index field and then click the value on the image to have it automatically entered for you. Click in the index field, use your mouse to draw an outline around the value, and then release your mouse to have it automatically entered for you. Note All fields marked with an * are required. 3. (optional) Click and to resize the image for viewing. If a document has multiple pages, you can click a thumbnail image at the bottom of the window to view that image. 4. (optional) Click Previous document to view the previous group or previous pages in the batch. 5. (optional) Click Next document to advance to the next group of document pages., version /22/08 52

53 Scanning with 6. (optional) Click Remove from batch to remove the document form the batch. When you configure the Functional Profile, you define whether documents can be removed from the batch as well as the location for storing removed documents. Remove from batch only appears if the Functional Profile is configured for this option. When you finish using the Indexing Panel, the removed documents are not sent to the archive system. 7. (optional) Click Stop for stopping options. The Batch Stop Options appears. Click End batch to cancel the batch and return to the main window. Click Regroup pages to return to the Grouping Panel. Click Suspend batch to return to the main window. The next time you start Transform Scan Center, the main window displays a message similar to the following. 8. Click Next document. If the entered index values do not pass validation, you are prompted to correct it. The validation is controlled by a) the data type required by the archive system, or b) it must be non-blank unless specifically configured to allow a blank index field. (optional) The administrator can set special processing using Extension Scripts. For information, refer to Understanding Extension Scripts. If you have finished the last document in the batch, the End Batch displays a confirmation message. Click Yes to end indexing the batch. 9. The documents are sent to the archive system. This takes a few seconds as the documents are converted into PDF files and then sent to the archive system with the keyed-in index data. A prompt appears when the application is ready for you to start another batch., version /22/08 53

54 Using Custom Export Options Using Custom Export Options Tranform Scan Center supports two different export options: Scan-to-archive: one PDF file for each scanned document to Transform Content Center Custom export: one PDF or multi-page TIF file for each scanned document to a shared network directory The custom export option is defined per Functional Profile, and therefore a single Transform Scan Center installation can support a combination of scan-to-archive Functional Profiles and custom export Functional Profiles. A Functional Profile defined for custom export can function like the scan-to-archive process described above, or it can perform an optional Classify step instead of the Index step. Note performs one export per document; either scan-to-archive or to a custom export location, but not to both. If the export is of a custom type, the target system of that export is responsible for detecting the file, perform whatever processing is applicable, and store it in an archive if applicable. General Description of Custom Export creates a document file (either PDF or TIF) and performs a standard network file transfer to a specific shared folder on the network. It can also create a metadata file (XML) that provides additional information that the target system can leverage. Network Requirements for Custom Export The target location for the export is typically a network shared folder on the target server. Permissions of this network share must be set to Full, Read and Write, as well as the ability to create subdirectories., version /22/08 54

55 Using Custom Export Options Custom Export Options 1. Classify mode: Pages are scanned and grouped into documents. The documents are then passed to the Classify panel where you can select a document type from a list. The documents are then exported to the target location. 2. Index mode: Pages are scanned and grouped into documents The documents are then passed to the Indexing panel where you select a document type from a list and fill in indexing information. The documents are then exported to the target location. 3. Include metadata: If enabled, creates a metadata file that differs depending on the custom export mode. The file is always XML and is delivered immediately following the delivery of the document file to the target location. Classify mode metadata: The file contains the document filename and the selected document category within the Classify panel. Index mode metadata: The file contains the document filename, the selected document category and the index data entered within the Indexing panel. 4. Send export to sub-directory: If enabled, documents are exported to a subdirectory of the target path. The name of the subdirectory is the selected document (without space characters). If the subdirectory does not exist, will attempt to create it. For example, if the custom export target path is \\servername\sharename, and you selected the document content named Expense Reports, the exported documents will go to \\servername\sharename\expensereports. 5. Export file type: The choices are PDF or multi-page TIF. Custom Export Document Categories creates a sample/template configuration of document categories for custom exports on installation. This file is [driveletter]:\bottomline\scn\config\customconfig.xml. Modify this file using a text editor to fit the installation. The sample file contains four document categories, with each document category having four indexes. Your custom file can contain any number of document categories, with each category having between 1 and 20 indexes. Every document category must have at least one index, even if the custom exports will only be of the Classify mode type that doesn t use indexes. Indexes must have a declared data type, either TEXT, DATETIME, INTEGER, or DECIMAL. If you are required to fill in index data for a field, set the IndexMandatory setting to True. If the maximum length of a field is applicable, set the IndexMaxLen appropriately, or give it the value 0 if no maximum length applies. Export Routine Customization Custom exports are accomplished using the customizable VBScript file [driveletter]:\bottomline\scn\scancenter\process\scripts\customexport.rra. On initial installation, supplies a fully functional custom export within the CustomExport.rra file. It provides delivery to the specified network target location and a specific metadata file format., version /22/08 55

56 Using Custom Export Options If the custom export routine delivered with the installation does not fully meet the needs of the implementation, it can be customized to suit the CustomExport.rra file. If you do so, be sure to backup the customized file for future installations. The file CustomExport.rra contains one routine named SubmitToCustom. During processing that occurs before the SubmitToCustom routine is called, automatically creates an XML file containing all the data for each document processed; this file is known as the generic export file. passes a number of parameters to the routine SubmitToCustom including the name of the generic export file. The top of file CustomExport.rra includes code that should be included in any customized export. Following this code is the customizable section that can be modified to suit the individual implementation. There are routines provided to extract the data from the generic export XML file as well as a number of variables and objects. Instructions and sample export code are included in the installation of., version /22/08 56

57 Configuring and Implementing Functions Configuring and Implementing Functions allows you to scan and process images based on your configurations. This section gives you an understanding the configurations including: Configuring Synchronizing With the Archive System Backing Up Setting the Viewing Options for the Grouping and Indexing Panels Understanding Cover Page Features Understanding Pages and Documents Understanding Extension Scripts, version /22/08 57

58 Configuring and Implementing Functions Configuring the Transform Content Center Communication Connection The connection communication menu provides configuration options for the connection with Transform Content Center and general settings for the overall operation of. The following steps are required to satisfy the minimum configuration items necessary to use for operation of. 1. From the Configuration menu, select Transform Content Center connection configuration. 2. Use one of the following options to configure a connection type to Transform Content Center: Leverage an existing mapped drive to the PC to the shared network drive on the Transform Content Center. If the PC already has a drive H: mapped to the Transform Content Center server s input directory, simply type that drive letter into the Drive letter field. Enter the UNC address to the shared network drive on the Transform Content Center. Filling in a user name and password to this network share is optional. 3. Enter the Auto-Discovery URL. 4. Click Save Configuration Changes to save your settings. 5. Click Test Transform Content Center Connection to verify the configured connection to Transform Content Center. 6. Click Update Configuration from Transform Content Center to update a local copy of the Transform Content Center document category configuration. The results of that update will appear as a tree view below this button. You can return to the connection configuration menu at any time from the main Transform Scan Center window by selecting Configure, and then Transform Content Center connection configuration., version /22/08 58

59 Configuring and Implementing Functions For detailed information on the configuration menu, refer to the following graphic and table., version /22/08 59

60 Configuring and Implementing Functions For information on each field, refer to the following table. Reference Number Option General Configuration Description 1 Date format The date format must match the date regionalization setting of the archive server. All dates read on scanned images are formatted to this format when exported to the archive system. 2 Currency format Select the currency format for your Transform Content Center. 3 Currency characters & phrases The current list of characters and multi-character phrases that are automatically removed from numeric-type index data sent to the archive server. 4 Configure Modify the currency character and phrases list. 5 Trace Level Set the level of detail included in log files created by export routines. The default value is 2. A higher number allows the log files to contain more detail. 6 Purge Days The number of days that temporary files created during export and archive remain. 7 Disable send to archive If selected, processing does not send content to the archive system. This option is for troubleshooting and development only. 8 Minimum avail. drive space Specific temporary files are automatically cleaned up by standard. Enter the minimum available drive space for notifications before disk space becomes critical. 9 Scan pacing When using a physical document scanner to scan, you should insert short delays between page scans to maintain a good connection between the scanner and PC interface. The default of.5 seconds is usually sufficient. Increase this value if errors occur during scanning. Transform Content Center Category Configuration 10 Summary of Transform Content Center configuration categories Actions 11 Save Configuration Changes 12 Test Transform Content Center Connection Displays the local copy of the applicable configuration from Transform Content Center. The individual document category names and applicable index names are listed. If this list does not match Transform Content Center, click Update Configuration from Transform Content Center to update it. Save all changes you have made. Attempts basic communication and log-in to Transform Content Center s input network share., version /22/08 60

61 Configuring and Implementing Functions Reference Number Option 13 Update Configuration from Transform Content Center 14 Test Custom Export Connection Description For performance, a subset of the overall archive system configuration is required locally at the PC running. After making changes to the Transform Content Center configuration, click Update Configuration from Transform Content Center to update the local copy. Attempts basic communication and log-in to the target location, which typically is a network shared folder on the target server. Transform Content Center server connection Note: Only one of the next two options must be configured. If both options are configured, the drive letter connection will be attempted first, followed by an automatic UNC connection attempt. 15 Drive letter The drive letter of an existing mapped drive to the Transform Content Center input network share. 16 Server name or IP address 17 optional log-in credentials The name or IP address for the archive server. If a port number is required, you can enter it after the name or IP address, for example, :8080. Log-in credentials to use for the UNC address configured above. These credentials are required if the current PC user does not inherently have privileges to the Transform Content Center input network share. 18 Auto-discovery URL Enter the URL to the Transform Content Center document category configuration report web service. Custom export server connection Note: Only one of the next two options must be configured. If both options are configured, the drive letter connection will be attempted first, followed by an automatic UNC connection attempt. 19 Drive letter The drive letter of an existing mapped drive to the target location, which is typically a network shared folder on the target server. 20 Server name or IP address 21 optional log-in credentials The name or IP address for the target server. If a port number is required, you can enter it after the name or IP address, for example, :8080. Log-in credentials to use for the UNC address configured above. These credentials are required if the current PC user does not inherently have privileges to the target location., version /22/08 61

62 Configuring and Implementing Functions Backing Up Once you have configured and tested your installation and know that it is working, you should make a backup of the installation. You can apply the backup to the same computer or to a computer that is running an identical version of and an identical drive letter. For a list of files to back up, refer to the following. C:\Bottomline\SCN\Config\*.* C:\Bottomline\SCN\ScanCenter\process\ScanCenterRule.mdb C:\Bottomline\SCN\ScanCenter\fingerprint\*.* C:\Bottomline\SCN\ScanCenter\process\scripts\*.*, version /22/08 62

63 Configuring and Implementing Functions Setting the Viewing Options for the Grouping and Indexing Panels Viewing Options for The first time you scan a batch with, you should set specific viewing options on the Grouping Panel and Indexing for easier use. You may find it easier to set the viewing options after you install before the initial scanning. To open the Grouping Panel and Indexing Panel, you have to actually scan an image. You can use any image on your computer. To set the viewing options on the Grouping and Indexing Panel, complete these steps: Note For more detailed instructions on scanning, refer to Scanning with. 1. Open the. 2. Click Select Profile. 3. Select a Functional Profile, and then click OK. 4. Click Start. 5. The defined scanning functionality executes. 6. The Optical Mark Recognition (OCR/barcode) phase begins. 7. When the OCR/barcode phase finishes, the Grouping Panel appears. From the File menu, select View. Deselect Toolbar (suppresses the toolbar from display) Deselect Status Bar (suppresses the status bar from display) Deselect Thumbnails (suppresses the thumbnails from display) Deselect Image View (suppresses the image view from display) Select Autosave (saves the viewing options selected or deselected) For future scanning, you can deselect Autosave, but it is not required. 8. Click Done. 9. The Indexing Panel appears. From the File menu, select View. Deselect Toolbar (suppresses the toolbar from display) Deselect Status Bar (suppresses the status bar from display) Select Thumbnails (displays the thumbnails for display) Deselect Image View (suppresses the image view from display) Select Autosave (saves the viewing options selected or deselected) For future scanning, you can deselect Autosave, but it is not required. 10. Click Stop, and then click End Batch., version /22/08 63

64 Configuring and Implementing Functions Understanding Cover Page Features A fax transmission often includes a cover page that offers information about the sender and perhaps even notes about the contents of the fax transmission. If processes the TIF image(s) created by a fax transmission, the fax cover page may or may not become a permanent part of the archived document. can also process with attachments as long as the document page(s) are converted to TIF images for processing. However, normally, this would mean that the envelope information would be lost in the processing. If incoming s are processed using the POP3 module and, the s envelope information can be automatically captured as described below. Note This functionality can also be applied to processing envelope or cover information from other custom sources and not just the POP3 module. When a Functional Profile is configured to perform directory scanning, it automatically searches for cover page information to apply during the processing. For information on directory scanning, refer to Defining the Directory Scanning Configuration. automatically searches for cover page information in the form of an XML data file having the same root filename as the TIF image itself, in the same scanned directory or subdirectory. For example, if the directory being scanned includes files Scan0041.TIF and Scan0041.XML, then the cover page information found in file Scan0041.XML is applied to Scan0041.TIF. If the scanned TIF file is a multi-page type, the cover page information applies to all the separated TIF pages. For information, refer to Multi-Page TIF Image Processing. If cover page information is found for page(s), the resulting document exported from Transform Scan Center includes an additional page (the cover page) containing this information. The format of the XML data file is: <CoverPageInfo> <ToAddress>addressee@company.com</ToAddress> <FromAddress>senderaddress@othercompany.com</FromAddress> <Subject>subject text here</subject> <BodyText>text from the body of the source goes here...</bodytext> </CoverPageInfo>, version /22/08 64

65 Configuring and Implementing Functions Understanding Pages and Documents A scanning batch consists of individual pages. Although these pages may be part of one or more documents, the application has no way of knowing the pages-to-document associations at this point. To associate the batch s pages into one or more documents, you perform an operation known as grouping. You group pages by inserting a special page type known as a Document Separator. This Document Separator page method of creating the pages-to-document associations is similar to physically adding specialized pieces of paper into a stack of pages to be scanned. In this case, you are adding actual pieces of paper. Using Document Separators The pages-to-documents association is viewed from left-to-right, and then top-to-bottom. The pages in between one Document Separator and the next Document Separator represent a document. The following example shows the result of adding a Document Separator to the left-most position of a set of pages. The result is a single document consisting of eight pages. The next example results in two documents, each consisting of four pages. The next example shows four documents, the documents consisting of one, three, two and two pages respectively. Finally, it is important to understand the concept that all pages to the left of the first Document Separator are automatically assumed to be single-page documents. The next example shows a total of six documents: four single-page documents before the Document Separator followed by a two-page document and another two-page document., version /22/08 65

66 Configuring and Implementing Functions Understanding Extension Scripts Extension Scripts are VBScript files that allow augmentation, or extension of inherent Transform Scan Center functionality. Extension scripts are primarily associated with Zone Templates that are used with Functional Profiles. Therefore, different extension functionality can be configured with each Functional Profile. Using the Zone Template Extension Scripts It is critical to understand that most extension scripts are associated with Zone Templates. If the Functional Profile includes a Zone Template for OCR/barcode reading, then all the extension scripts are available. If the Functional Profile does not include a Zone Template, a Zone Template can still be attached to the Functional Profile to provide some extension script capability, however, without named Zones there may be uncertainty during the scripting processing. Note that dummy Zones can be used which do not attempt to discover data via OCR/barcode, but rather can provide data entry order control. It is also critical to understand that most extension scripts operate only within the Indexing Panel. The exceptions are the startup extension script, which runs when is started, and the Automatic Page Grouping extension script that runs when the Grouping Panel opens. When you create a Zone Template, five extension script files are automatically created for that Template in the \ScanCenter\process\scripts folder. You can manually add code to these script files. These five extension scripts are available for use within the Indexing Panel. The extension script name format is Template_n_Script_0.vbs, where n is the sequential number for the Functional Profiles. The Configure Zone Template Options displays the extension scripts that are being used. For information on these five extension scripts, refer to the following. 1. Before First Document when a batch starts inside the Indexing Panel: Runs when the Indexing Panel initially opens with a batch. Performs actions not specific to any given document, field, or Document Category. The script s routine is named ScriptBeforeFirstDoc( ). The script s filename is Template_n_Script_0.vbs. 2. After Document Category selection - automatic or manual: The Functional Profile has the configuration for the default Document Category, keywords, and the file path for the scanned directory. This script launches immediately after Document Category selection. Can be used to perform an automatic external lookups to fill one or more fields (SQL or file lookup). Can be used to dynamically populate pull-down selection boxes via script. The script s routine is named ScriptAfterContentSelect ( ). The script s filename is Template_n_Script_1.vbs., version /22/08 66

67 Configuring and Implementing Functions 3. Special Processing Button in response to clicking an optionally available Special Processing button: The Indexing Panel includes a button normally suppressed (button control named cmdspecialprocessing). This button can be dynamically labeled by script (most likely the ScriptBeforeFirstDoc( ) routine) and made visible as well. When you select the button, this script executes. Allows you to run a validation or data lookup manually while in the process of indexing a document. The script s routine is named ScriptSpecialProcButton ( ). The script s filename is Template_n_Script_2.vbs. 4. When you select the Next document button in response to clicking Next document: After indexing a document, click Next document, and this script executes before the Indexing Panel actually advances to the next document. Allows for validation or data manipulation. For example, you can disallow leaving a field blank or validating a text string format. Supports aborting the advance to the next document if the logic within the script is designed to do so. The script s routine is named ScriptAdvanceToNext ( ). The script s filename is Template_n_Script_3.vbs. 5. After last document, before Index panel closes when the Indexing Panel is ready to close: After you click Next document, the Indexing Panel determines if there are any more documents within the batch. If not, a dialog box appears asking you if you re done indexing this batch. This script executes when you acknowledges that they are done indexing. Can be used to perform batch level validation, write out accumulated statistics, and clean up temporary files. Supports aborting the final phase of the Indexing Panel, returning to indexing if the logic within the script is designed to do so. The script s routine is named ScriptAfterLastDoc ( ). The script s filename is Template_n_Script_4.vbs., version /22/08 67

68 Configuring and Implementing Functions Using the Common Extension Script A common use extension script file is provided with the installation and can be coded with functions or subroutines that are available to any or all of the extension script files. This allows you to avoid duplicating identical code between extension scripts. The ExtensionScriptsCommon.vbs is stored in the \ScanCenter\process\scripts folder. Using the Startup Extension Script While most of the extension scripts operate within the Indexing Panel, the StartupScript.vbs script file runs when opens (during the splash screen). The StartupScript.vbs file is provided with the installation in the \ScanCenter\process\scripts folder and contains no commands. If you require a functionality to be performed when the application opens (for example, build a text data file), you can add code to the StartupScript.vbs script file. If the script runs more than a few milliseconds, a wait message appears for you when it runs. If you do not add code to this script, the routine automatically closes after the application is opened. Using the Automatic Page Grouping (APG) Extension Script While most of the extension scripts operate within the Indexing Panel, the Profile_n_APGScript.vbs script file is stored in the \ScanCenter\process\scripts folder and runs when the Grouping Panel opens if the On Script Results field is selected on the Functional Profile. For information, refer to Defining the Automatic Page Grouping Configuration. The APG extension script runs multiple times, continuously looping through the batch. If separator pages are not added as a result of the script execution, the script runs once for each page in the batch. However, each time a separator page is added, looping through the batch begins again. During execution, the APG extension script accesses the following data: Value read from the APG zone Values of each of the 20 Zone Template zones (if defined) Page type of previous page (if the first page, this is blank) Page type of current page Page type of next page (if the last page, this is blank) Current page number in the batch at the moment Total number of pages in the batch at the moment (as separator pages are added this increases) There are two possible results for the APG extension script: If a Document Separator should be inserted before the current page If the current page (the page evaluated by the script as it loops through the batch) is to be removed from the batch. For example, if cover page(s) of some type are included in the scanned batch and the APG extension script is used to determine if the page is indeed a cover page, the cover page(s) can be automatically removed from the batch after detection. For information on the variables used during the execution of this script, refer to Understanding Data Visibility Between Inherent Code and Extension Scripts., version /22/08 68

69 Configuring and Implementing Functions Understanding Data Visibility Between Inherent Code and Extension Scripts Extension scripts primarily use data from index fields and perform updates of these same fields. However, traditional global variables are cannot be used to exchange data. A few DCO (data capture object) variables are available to exchange data other than index field values. Caution The DCO object passes arguments and results in and out of the extension scripts. The DCO object is not used as the current object within the Indexing Panel. In this case, the inherent DCO object provides a method to pass data in and out of the scripts, which cannot see global variables. DCO.Variable(ExtenScriptContentName): This variable automatically sets to the currently selected Document Category. It is used in the extension scripts to control what script code runs for specific document types. DCO.Variable(ExtenScriptExitCode): This variable sets to a zero value when an extension script is executed. For two of the five extension script types, setting this variable to a value of 1 controls the process advance. DCO.Variable(ExtenScriptRemoveDoc): This variable sets to the current value of a document s marked for removal state when an extension script is executed (0 if not currently marked for removal, -1 if marked for removal from the batch). To mark a document within the batch for removal from the batch on Export, set this variable to 1. You can set it to 1 to force unmarking it for removal, or return 0 to not force the state either way. DCO.Variable(ExtenScriptCurDocNum): This variable sets to the current document number in the batch when an extension script is executed. DCO.Variable(ExtenScriptDocTotal): This variable sets to the total number of documents in the batch when an extension script is executed. DCO.Variable(ExtenScriptDocPages): This variable sets to the number of pages in the current document within the batch when an extension script is executed. DCO.Variable(ExtenScriptBatchID): This variable sets to the current Batch ID when an extension script is executed. DCO.Variable(ExtenScriptIDCUser): This variable sets to the currently logged-in user (Transform Scan Center user, not the computer user). DCO.Variable(ExtenScriptPCUser): This variable sets to the currently logged-in computer user ( user, not the computer user). DCO.Variable(ExtenScriptComputer): This variable sets to the name of the computer. DCO.Variable(ExtenScriptDomain): This variable sets to the domain of the logged-in user. DCO.Variable(APGScriptCurrPageType): This variable is only for APG script and sets the type of page of the current page in the batch DCO.Variable(APGScriptPrevPageType): This variable is only for APG script and sets the type of page of the previous page in the batch. This is blank if the first page of the batch. DCO.Variable(APGScriptNextPageType): This variable is only for APG script and sets the type of page of the next page in the batch. This is blank if the last page of the batch., version /22/08 69

70 Configuring and Implementing Functions DCO.Variable(APGScriptCurrPageNum): This variable is only for APG script and sets the current page number within the batch at the moment of execution DCO.Variable(APGScriptTotalPageCount): This variable is only for APG script and displays the total number of pages in the batch at the moment of execution DCO.Variable(APGScriptAPGZoneValue): This variable is only for APG script and sets the value read from the APG zone using barcode or OCR reading. DCO.Variable(APGScriptInsertSepPg): This variable is only for APG script and returns a value of 1 to insert a page. DCO.Variable(APGScriptRemovePg): This variable is only for APG script and returns a value of 1 to remove the page from the batch. DCO.Variable(APGScriptValue_AutoGroup): This variable is only for APG script and sets the value read from the APG zone using barcode or OCR reading. DCO.Variable(APGScriptValue_Field_[n]): This variable is only for APG script and reads from the 20 Zone Template zones using barcode or OCR reading. [n] is the number of the zone Groups of similar variables DCO.Variable(ExtenScriptTextVarX): This is a set of 10 different variables (X=1 through 10) that are used at the discretion of the implementer. They should retain the values throughout the life of the batch unless cleared in script. They are useful as statistic accumulators or logic flags. They behave as global variables between scripts and documents in a batch. DCO.Variable(ExtenScriptPullDwnVals_X): This is a set of 20 variables (X=0 through 19) correspond to the index field drop-down boxes. If you want to modify the list of pull-down options in script, fill this variable with a double-bar ( ) delimited string of options (i.e. choice 1 choice 2 choice 3). This only applies to the ScriptAfterContentSelect ( ) routine. Return a value of 1 for the vales to be applied. DCO.Variable(ExtenScriptPullDwnDeft_X): This is a set of 20 variables (X=0 through 19) correspond to the index field drop-down boxes. If you want to modify the default value for a pull-down, fill this variable with the new default value. This only applies to the ScriptAfterContentSelect ( ) routine. Return a value of 1 for the vales to be applied., version /22/08 70

71 Configuring and Implementing Functions Using Extension Scripts and Examples In most cases, you may want to include a conditional structure that keys off the selected Document Category in every script. This ensures you have control over what script runs for what Content. For example, you may want specific script to only run for Document Category Expense Reports. Sub ScriptAfterContentSelect() If DCO.Variable(ExtenScriptContentName") = Expense Reports Then (code for Expense Reports goes here) Exit Sub End if End Sub Two of the extension scripts allow you to stop continuation if your script processing deems that this is necessary: ScriptAdvanceToNext(): This script executes when you selected the Next document button. If the script includes logic that detects a condition where you don t want to allow to continue, then in the script include two things: 1. Display a message box explaining the action they should take with what field(s) 2. Before the script ends, set a return code that is 1 in variable 'DCO.Variable("ExtenScriptExitCode")' ScriptAfterLastDoc(): This script executes when done with the last document in the batch and you have acknowledged that they are done indexing the batch. If the script includes logic that detects a condition where you don t want to allow the Indexing Panel to terminate, then in the script include two things: 1. Display a message box explaining the action they should take with what field(s) and what document(s). 2. Before the script ends, set a return code that is 1 in variable 'DCO.Variable("ExtenScriptExitCode")'. Example 1 Hiding Index Field Controls This example provides information on hiding field controls, showing a wait message, performing a form of time-consuming lookup, and then showing the field controls again. Sub ScriptAfterContentSelect() Dim pctrl Dim sctrlname Dim bwasvisible(20) 'first hide the field controls, capturing in a boolean array which were visible For i = 0 To 19 sctrlname = "DcedField_" & i Set pctrl = Userform.Controls.Item(sCtrlName) If Not(pCtrl Is Nothing) then 'record if it was visible If pctrl.visible = True Then bwasvisible(i) = True, version /22/08 71

72 Configuring and Implementing Functions Else bwasvisible(i) = False End If 'hide all text boxes pctrl.visible = False Else MsgBox "error creating pctrl object" End if sctrlname = "LabelField_" & i Set pctrl = Userform.Controls.Item(sCtrlName) If Not(pCtrl Is Nothing) then 'hide all field labels pctrl.visible = False End if Next 'show the user a wait message Set pctrl = Userform.Controls.Item("lblWaitMessage") If Not(pCtrl Is Nothing) then pctrl.caption = "Please wait while some time-consuming action takes place..." pctrl.visible = True End if 'processing goes here... MsgBox "time-consuming processing done here..." 'now show the field controls that were visible before we hid them above For i = 0 To 19 sctrlname = "DcedField_" & i Set pctrl = Userform.Controls.Item(sCtrlName) If Not(pCtrl Is Nothing) then 'if it was visible, show it again If bwasvisible(i) = True Then pctrl.visible = True End If Else MsgBox "error creating pctrl object" End if sctrlname = "LabelField_" & i Set pctrl = Userform.Controls.Item(sCtrlName) If Not(pCtrl Is Nothing) then 'if it was visible, show it again If bwasvisible(i) = True Then pctrl.visible = True End If End if Next 'hide the wait message Set pctrl = Userform.Controls.Item("lblWaitMessage") If Not(pCtrl Is Nothing) then pctrl.visible = False End if Set pctrl = Nothing End Sub, version /22/08 72

73 Configuring and Implementing Functions Example 2 Changing Pull-Down List Options The following example creates a set of pull-down options and default value for the 5th index field down from the top of the page. Always return code 1 for these changes to take effect. Sub ScriptAfterContentSelect() ' enter implementation-specific code here to be run just after a Document Category is selected, either automatically or manually, within the Indexing Panel DCO.Variable("ExtenScriptPullDwnVals_4") = "new p1 new p2 new p3" DCO.Variable("ExtenScriptPullDwnDeft_4") = "new default" DCO.Variable("ExtenScriptExitCode") = "1" End Sub Example 3 Enabling a Special Processing Button The following example demonstrates enabling and labeling the Special Processing button on the Indexing Panel. Set pctrl = Userform.Controls.Item("cmdSpecialProcessing") If Not(pCtrl Is Nothing) then pctrl.caption = "Look Again" pctrl.visible = True End if Set pctrl = Nothing Example 4 Marking a Document for Removal The following example demonstrates how to mark a document for removal from the batch via extension scripting. Sub ScriptAdvanceToNext() ' enter implementation-specific code here to be run when the user advances from one to document to the next within the Indexing Panel Dim bmarkedforremoval 'you may want to capture current state of the document's "marked for removal" status before deciding what to do next (optional) If DCO.Variable("ExtenScriptRemoveDoc") = "-1" Then bmarkedforremoval = True Else bmarkedforremoval = False End If 'add logic here to decide whether or not to mark for removal. It can be based on the results of validation or some kind of external lookup. 'here is a simple example where the user is asked If bmarkedforremoval = False Then iresponse = MsgBox("Do you want to mark this document for removal from the batch?",vbyesno+vbquestion,"") If iresponse = 6 Then 'user clicked Yes DCO.Variable("ExtenScriptRemoveDoc") = "-1" 'mark for removal when this script returns to the Indexing Panel, version /22/08 73

74 Configuring and Implementing Functions Else DCO.Variable("ExtenScriptRemoveDoc") = "0" 'return that no changes to state dictated End if End If 'set exit code to allow advance to the next document DCO.Variable("ExtenScriptExitCode") = "0" End Sub Example 5 Using an SQL Call This example uses the value from the top-most index field within an SQL call, and then fills in other index fields with the results of that call. This example assumes that four index fields are in place; the first contains the key value and the remaining three are to be filled in. Dim pctrl Dim oconn Dim orec Dim sdsn Dim ssql Dim icount Dim skeyval 'make SQL call 'get current value from an index field to use as a key in the SQL call Set pctrl = Userform.Controls.Item("DcedField_0") 'Reference ID If Not(pCtrl Is Nothing) then skeyval = pctrl.text End If If Len(sKeyVal) > 0 Then sdsn="dsn=expensedata" ssql="select ReferenceID, EmployeeName, EmployeeTitle, EmployeeID FROM ExpenseData WHERE ReferenceID LIKE '" & skeyval & "'" Set oconn=createobject("adodb.connection") oconn.open(sdsn) If oconn.state=1 Then 'if connection was made OK then value = 1 Set orec=oconn.execute(ssql) If Not orec Is Nothing Then 'if SQL call failed this will be Nothing If orec.eof = True Or orec.recordcount = 0 Then 'no records returned, so offer options to the user and exit orec.close() oconn.close() iresponse = MsgBox("This Reference ID was not found in database. Do you want to mark this document for removal from the batch?",vbyesno+vbquestion,"") If iresponse = 6 Then 'user clicked Yes 'return code to remove this document from the batch DCO.Variable("ExtenScriptRemoveDoc") = "-1", version /22/08 74

75 Configuring and Implementing Functions End if 'set exit code to advance to the next document DCO.Variable("ExtenScriptExitCode") = "0" Exit Sub Else 'user clicked No MsgBox "Please correct the Reference ID and select the 'Look Again' button." 'set up the special processing button Set pctrl = Userform.Controls.Item("cmdSpecialProcessing") If Not(pCtrl Is Nothing) then pctrl.caption = "Look Again" pctrl.visible = True End if DCO.Variable("ExtenScriptExitCode") = "-1" 'don t advance Exit Sub Else 'at least one record returned so continue icount=orec.fields.count If icount <> 4 Then MsgBox "Warning, expected 4 columns from this SQL call" orec.close() oconn.close() Exit Sub End If 'now leverage the values returned fro the SQL call into indexes Set pctrl = Userform.Controls.Item("DcedField_1") 'EmployeeName If Not(pCtrl Is Nothing) then If orec.fields.item(1).actualsize > 0 Then pctrl.text = orec.fields.item(1).value Else pctrl.text orec.fields.item(1).value = "" End If End If Set pctrl = Userform.Controls.Item("DcedField_2") 'EmployeeTitle If Not(pCtrl Is Nothing) then If orec.fields.item(2).actualsize > 0 Then pctrl.text = orec.fields.item(2).value Else pctrl.text orec.fields.item(2).value = "" End If End If Set pctrl = Userform.Controls.Item("DcedField_3") 'Employee ID If Not(pCtrl Is Nothing) then If orec.fields.item(3).actualsize > 0 Then pctrl.text = orec.fields.item(3).value Else pctrl.text orec.fields.item(3).value = "" End If End If, version /22/08 75

76 Configuring and Implementing Functions End If 'orec EOF and count test orec.close() End If 'orec object test oconn.close() End If 'connection state test Else MsgBox "Reference ID field is blank. Please correct the Reference ID and select the 'Try Again' button. Or you can remove this document from the batch." Set pctrl = Userform.Controls.Item("cmdSpecialProcessing") If Not(pCtrl Is Nothing) then pctrl.caption = "Look Again" pctrl.visible = True End if End If Set pctrl = Nothing Example 6 Using Automatic Page Grouping Sub ScriptAutoPageGrouping() 'here are the variables that hold the data we will use to determine if a separator page is inserted 'DCO.Variable("APGScriptCurrPageType") 'DCO.Variable("APGScriptPrevPageType") 'DCO.Variable("APGScriptNextPageType") 'DCO.Variable("APGScriptCurrPageNum") 'DCO.Variable("APGScriptTotalPageCount") 'DCO.Variable("APGScriptValue_Field_[n]") 'DCO.Variable("APGScriptValue_AutoGroup") 'this example APG script will look at the OCR'd data from a large APG zone ' it is looking for multiple keywords or phrases on which to base the decision ' first is looks to see if the current, previous, or next pages are already a doc ' separator, and if so it exits because we don't want another separator inserted ' regardless of what we find in the APG zone 'set some local variables that reflect the type of pages for current, next, and previous pages Dim bcurrpgsep Dim bnextpgsep Dim bprevpgsep If InStr(UCase(DCO.Variable("APGScriptCurrPageType")),"SEPARATOR") > 0 Then bcurrpgsep = True Else bcurrpgsep = False End If If InStr(UCase(DCO.Variable("APGScriptNextPageType")),"SEPARATOR") > 0 Then bnextpgsep = True Else bnextpgsep = False End If, version /22/08 76

77 Configuring and Implementing Functions If InStr(UCase(DCO.Variable("APGScriptPrevPageType")),"SEPARATOR") > 0 Then bprevpgsep = True Else bprevpgsep = False End If 'if the current, previous, or next page is a separator, then don't add another ' regardless of the data If bcurrpgsep = True Or bnextpgsep = True Or bprevpgsep = True Then 'exit without setting action values Exit Sub End If 'look at the value read from the Automatic Page Grouping zone Dim svalue svalue = DCO.Variable("APGScriptValue_AutoGroup") svalue = UCase(sValue) If Len(sValue) = 0 Then 'exit without setting action values Exit Sub End if 'look for the words "EXPENSE REPORTING" and "ATTACH THIS COVER", but not the word "HOTEL" ' which could be found on an attachment page If InStr(sValue,"EXPENSE REPORTING") > 0 And InStr(sValue,"ATTACH THIS COVER") > 0 Then If InStr(sValue,"HOTEL") = 0 Then 'return action value to add a page separator DCO.Variable("APGScriptInsertSepPg") = "1" DCO.Variable("APGScriptRemovePg") = "0" Exit Sub End if End if End Sub, version /22/08 77

78 Frequently Asked Questions (FAQ) Frequently Asked Questions (FAQ) Involving the General Use of What kind of scanner can be used with? Any make and model of scanner can be used as long as it has a compatible interface. The scanner must support a physical connection with your computer using SCSI (Small Computer System Interface) or a USB connection. The scanner must communicate with your computer using an ISIS driver or Kofax VRS driver, not TWAIN. The scanner must support the communication type using the desired physical connection type. ISIS via a SCSI adapter ISIS via USB connection (Caution: this combination is not always supported) Kofax VRS driver via non-kofax SCSI adapter Kofax VRS driver via Kofax adapter hardware What kinds of files can be scanned using directory scanning? Files with an extension of.tif (not.tiff) Single and multi-page.tif files TIF image files of types (some of these are color formats): Group 3 fax Group 3 2D Group 4 fax LZW compressed JPEG compressed PackBits Uncompressed Note There are many other image formats and variations of the listed image types. The TIF standard is extensible and vendors can easily create their own variations and types, and the closest reliable standard is Group 3 and 4 fax. Other image types may not be compatible., version /22/08 78

79 Frequently Asked Questions (FAQ) What DPI resolution should be used with image files? While any resolution can be used, you may want to consider the following: The higher the resolution, the more storage space the images require. Color images require more storage space for any resolution. If you use Zone Templates to automatically extract data from pages, the Zones may not match from one document to another if different scans use different resolutions. 200 or 300 DPI is recommended as a lower DPI reduces OCR effectiveness (if OCR is used) and a higher DPI does not normally provide enough benefit to warrant the storage space. If some device or system creates TIF files, how can they be scanned in? Instead of selecting a scanner interface, configure the Functional Profile for directory scanning and identify the TIF file location. The TIF file location can be on the same physical computer or accessible on the company network. For information, refer to Managing Functional Profiles. How do I scan image files from a directory and its sub-directories? On the Directory Scanning Configuration, in the Scan section, click Browse to navigate to the directory on a local or network drive that stores the TIF image files, and then select beside Scan subdirectories as well. If the names of the sub-directory for the TIF files correspond to the name of one or more Document Categories, on the 1Directory Scanning Configuration, in the Special Features section, select beside Sub-directory name selects Document Category. What happens to the image files scanned from the directory? The default action is that image files are deleted as they are scanned. Alternately, you can configure a directory where image files are copied as they are scanned. In the After scanning, copy image file here field, you can enter SAVE and the images files remain in the scanned directory. This is useful for demonstration and testing purposes., version /22/08 79

80 Frequently Asked Questions (FAQ) Involving Exporting From to Transform Content Center Is there a way to automatically select Document Categories? Select a default Document Category when you configure the Functional Profile if all or most documents in scan are of the same type. For information, refer to Defining the Directory Scanning Configuration. Select by keywords as defined on the Functional Profile and include a Zone Temple. Draw a Zone over the area of the form where reliable keywords are found, then define the keywords and key phrases that identify specific Document Category(ies). For information, refer to Defining the Automatic Page Grouping Configuration. When indexing batches on the Indexing Panel, the Document Categories list includes all defined Document Categories in the archive system. Can I limit the list of Document Categories from which they can choose? When you configure a Functional Profile, click Config within the Indexing setup area and create a limited list of Document Categories. Can I offer a selection list instead of having to manually enter data in text boxes? Yes. Associate a Zone Template with the Functional Profile and define the choice list. For information, refer to Managing Functional Profiles and Managing Zone Templates. You have the option to fill in values manually instead of selecting from the list. A default value can be defined for the selection list as well. You can also provide entries in the selecting list by using extension scripting for more dynamic choices. For information, refer to Understanding Extension Scripts. When scanning images, the application reads a value (or extracts the value from the barcode) that is not directly applicable as an Index Name and needs some reformatting to make it usable. How can I do this? Data extracted from a page or barcode can be reformatted using extension scripting. For example, an invoice number may require a prefix or suffix code, or the barcode s check sum character must be removed. For information, refer to Understanding Extension Scripts. Is there any automatic validation for the data read from the image file and inserted into index fields? Index fields that correlate to the selected Content Field Name as defined in the archive system. Indexes are automatically validated to data types of numeric or date as applicable. Other than that, validation is applied within extension scripting (the Next Document script) allowing almost any kind of validation, from simply blank/non-blank to SQL-based cross-reference validation., version /22/08 80

81 Frequently Asked Questions (FAQ) I understand that a Zone Template can be created and associated with a Functional Profile to read values from specific areas on the page image using OCR or barcode. Are there other reasons to use a Zone Template? Yes, Zone Templates also provide extended functionality to a Functional Profile such as: Using keywords to automatically identify Content Names Using extension scripts in any manner Controlling the order that the index fields appear on the Indexing Panel Requiring you to enter information in the index field(s) so the fields are not blank Using one or more selection lists instead of manual data entry boxes, version /22/08 81

82 Troubleshooting Troubleshooting Transform Scan Center You may encounter the following issues while using. Received Error Message during Installation of Transform Scan Center If you received a Check Summary Report message while installing, read the message as it may have instructions for you on how to solve the problem. If no instructions are provided and the report is for information only, contact Technical Services for support. Grouping Panel Print Preview Option Does Not Preview Document The Print Preview option under the File menu on the Grouping Panel is not a functionality and therefore you cannot preview documents. To return to the Grouping Panel, click Close., version /22/08 82

83 Troubleshooting Enable Debug Mode to Display Troubleshooting Messages s Debug mode enables you to view troubleshooting messages in the lower left corner of the main application window. To enable the Debug mode, create a non-empty text file named ENABLEDEBUG.txt and save the text file in the [driveletter]:\bottomline\scn directory. A new menu option named Debug Mode is added to the Configuration menu. To turn the Debug mode off again, deselect Debug Mode. Cannot Establish Transform Content Center Server Connection When you are not able to connect to the Transform Content Center server, you may receive one of the following error messages: Automatic mapping of an export connection drive using log-in credentials failed. Error text: The local device name has remembered a connection to another network resource. Could not access a log-in user name from the configured and encrypted log-in credentials. To solve this problem, complete these steps: 1. Before starting, open Windows Explorer and map a drive. 2. Start. 3. From the Configuration menu, select Transform Content Center connection configuration. 4. Enter the drive letter of the mapped drive in the Drive letter field. 5. Click Save Configuration Changes, and then click Exit. 6. From the Configuration menu, select Transform Content Center connection test to verify that a connection is established. Contact Technical Services for support. Received Error Message when Configuring Kofax VRS Interface If you are configuring the Kofax VRS Interface in the Functional Profile and you are receiving error messages, then the Kofax driver may be busy. Close the error message and repeat the step. Make sure you allow for 2-3 seconds between clicking each option to avoid error messages., version /22/08 83