Chapter 26 Set up Smart Connect for Search and Store DW 6.10 The Smart Connect module is designed to have a quick integration to other applications and allow the user to gather information for indexes and to perform predefined searches. We will start by setting up a Smart Connect Search to connect to a simple Access-based accounting package, a copy of which is on the CD-DVDelectronic media. Start by opening this database file, called Acc-Demo database. Note Open Space Note: There is an open area where a button can be placed. Open the Web Client. Click on the up/down arrow. When the menu opens, select Configurations. Click on the Smart Connect icon.
There are two types of Smart Connect: Smart Search and Smart Index. This first exercise uses Smart Search. Please click on Smart Search to start. Select the Accounting-Demo file cabinet, using the Standard Search Dialog. Verify that this information is fully populated for the Accounting-Demo file cabinet. Leave the Always open result list unchecked. Click Next to continue. You now need to take a snapshot of the application s dialog box where the user reads the data. Click on the blue bar beside the camera, and the web client will reduce to an icon. Click anywhere inside the application s dialog box. You will often be asked how you will be reading the text from the image. Please look at the options, but select the ScreenScraperSDKNative option. Then click on OK.
You are shown an image and asked if you will use the image as it was captured. Accept or reject the image. If you reject it, you are asked to try again. The Capture page reopens with the captured image. Check that the Example is green, and the window is identified. Sometimes it is necessary to use a wildcard to get all documents to be recognized. An example is if there is a changing Invoice number in the header. Follow the instructions for wildcards, shown here. Click Next to continue. The defined search is set up here on the Assign Fields page. We are looking up the PO # as a match. icon. Click on the Text Readout Draw a readout area box over the PO number. Drag the arrow, that come from the just drawn box, to the PO#. A flag will appear to show that it is connected.
Click on the Add button to create a floating button on the application. Draw a box in a free location. Edit the tag as needed, but Find Documents is suggested. Click Next to continue. Start by testing this Smart Connect, by clicking on the Test button. The Test Results dialog opens, as shown below. Close the box when finished. Now grant rights to Users or Roles as needed. Select them, and use the < > buttons to change the pane where they appear. The best practice is to have at least 2 administrators. Click Save and Close. In the saving process, you are asked to name the smart connect. Accounting-Demo Smart Search is suggested. This names the file cabinet and the function of the job. Click Save.
You are returned to the main page. Click on the Power icon to test the process. Close and reopen the application, and our Find Documents button will appear, but this can take a few seconds (up to a minute the first time) after the application opens. Select an entry, and click on the Find PO Docs. With the web client open or not, a result list opens, showing all documents that match the PO #. When ready, close the result list and prepare for the next exercise. Smart Index exercise: With the web client open, use the up/down arrow to open the menu. Again, select Configurations.
Click on Smart Connect. This exercise focuses on Smart Index. This allows the user to copy information from the database, and enter the indexes that match the database. Click on Smart Index. Select the Accounting Demo Store dialog box you want to use. Note that the information is copied to the Assigned Dialog at right. Then click on Next to continue. You again must take a snapshot of the application. As before, click on the blue box beside the camera. Click anywhere in the Accounting database dialog box.
You are asked to select the recognition technology. Please look at the options, but select the ScreenScraperSDKNative. The select OK. A dialog box opens, and you are again asked if you want to use the image in Smart Connect. Click Yes to proceed; click No to retake the image. You return to the Capture page as shown. Verify that the image can be identified; the text should be green. If the header has a changing entry, like an Invoice number, you may need to add a wildcard. Follow the instructions found here. Click Next to continue. Shown are all the indexes to capture and/or enter. Click on the Readout icon, and draw a box around the text to select. Drag the arrow to the index to fill. Here are all the entries: Company Name = Vendor Name Vendor Number = Vendor Number PO Number = PO # Invoice Number = Inv # Type of PO = Fixed, Outgoing Type of Document = Fixed, Invoice Status = Fixed, New
For fixed items, click on the down arrow. Click on the Pencil. Select Fixed entry. Enter the index information. Click on Apply. Click Next when finished. When the Test and Assign page opens, click on Test. Review the Test page. If there are no errors, then click on Close. Add users and roles as needed. Use the > to move the highlighted users or roles. Again, the best practice is to have at least 2 administrators. Click Save and Close when ready.
You are asked to add a name and a description to the Smart Index. Accounting-Demo Smart Index is suggested; then click Save to close. You return to the main Smart Connect dialog box. You can see the 2 jobs created in these exercises. Please close the Configurations page by clicking on the Power icon. Please close and reopen the Web Client. We had left invoices in the document tray in one of the Basic Admin chapters. If they are not there, on the supplied media, there is a folder in the \Advanced Admin\Acc- Demo\Scanned PO Docs that you can drag and drop into the document tray. Shown is the Web Client beside the Acc-Demo accounting database. Select a document to store. Then find the correct database entry. Note that the document to be indexed is the same as the database entry. Then click on the Store button, and select the Acc-Demo file cabinet.
Notice that the Indexes are all empty. When the Store dialog box opens, click on the three dots. When the menu opens, click on Start Smart Index. After a few seconds, indexes will appear. Smart Connect was set to enter Invoice In as the Document Type field. When ready, click the Store button. Please close the Web Client. Special Notes There are times that the automatic settings do not work correctly for some fonts. In most cases, there needs to be a special OCR Template set up to allow successful recognition of the text. Setting up an OCR template requires some trial and error. Contact your DocuWare Partner to get professional assistance in setting up the OCR templates. This finishes the discussion of Smart Connect.