SAPERION Release Script

SAPERION Release Script

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Table of Contents 1 Overview - Ascent Capture... 1 2 Overview SAPERION Release Scripts... 1 3 Installing the Release Scripts... 2 3.1 Requirements for Using the Release Scripts... 2 3.2 Installing the Program on a Work Station... 2 Setting Up the Transfer Interface....1 Configuring the SaInbound Release Script... 5.1.1 "Validation Archive" Tab... 5.1.2 "Destination Archive" Tab... 7.1.3 "Workflow Settings" Tab... 8.1. "Insert Document" Tab... 9.1.5 "Image Format" Tab... 9.1.6 "General" Tab... 10.1.7 "InboundLink" Tab... 11.2 Configuring the SAPERION Release Script... 11.2.1 "Application" Tab... 11.2.2 "Add Settings" Tab... 12.2.3 "Insert Document" Tab... 13.2. "Image Format" Tab... 15.2.5 "General" Tab... 15.2.6 "R/Link" Tab... 17.2.7 "ExportXML" Tab... 18 Using the Ascent Capture Release Script... 19 5

SAPERION Release Script 1 Overview - Ascent Capture Ascent Capture is a capturing program that can capture and process a high volume of documents very rapidly. Ascent Capture exists in both a stand alone version and a server version. With the stand alone version, all processes run on one computer, whereas with the server version, individual processes can be outsourced to different computers. Ascent Capture provides the following standard functions: Scanning with image editing (black-border and line removal, despeckling and deskewing) Barcode recognition (one dimensional), zonal and full-time OCR recognition (zonal: Recostar & ABBYY Finereader 6; full text: ABBYY Finereader 6) OMR recognition Layout analysis Validation work station PDF creation Release script in ODBC data source or text file Scripting: VB3 compatible for simple validation functions Database synchronizing Custom modules can be integrated into Ascent Capture that expand or replace Ascent Capture s functionalities. Custom modules are independent programs that are developed by third parties and that comply with strict guidelines for data exportation. 2 Overview SAPERION Release Scripts A release script is a component that is integrated into Kofax Ascent Capture and serves to automate and monitor the transfer of documents from Ascent Capture to a SAPERION system and/or SAP. In addition to pure archiving, the user is offered additional setting options such as full-text transfer, PDF creation, and docflow connection. SAP users have the option of sending barcode information directly to SAP, and of transferring the document to SAP. In all, we distinguish between the following three variants: SAPERION 1

3 Installing the Release Scripts This is the release script that executes the transfer of documents to SAPERION and/or SAP when the Inbound Center is not involved. The analogous component in SAP is the R/Link of the SAPERION SAP Suite. sainbound This is the release script that executes the transfer of documents to SAPERION and/or SAP when the Inbound Center is involved. The analogous component in SAP is the InboundLink.This release script has been expanded for Inbound Suite 2.0. It can now be configured such that the valid documents that have been properly evaluated by the mailroom can be transferred directly to the target archive (for instance, applications to the HR archive, invoices to the financial accounting archive, etc.) and the invalid documents can be transferred to a repository for validation. Typically, the documents that require validation are stored on virtual media because they are subject to frequent changes and to deletion. In the case of the SAPERION ECM target system, documents should not be saved to a revision-proof medium until the validation process has been completed. Inbound This is the release script that executes the transfer of documents and data only to SAP when the Inbound Center is involved. The analogous component in SAP is also the InboundLink. Special Instructions A SAPERION administrator license is required in order to configure the transfer parameters. SAPERION must be installed on the transferring system in order for documents and index criteria be transferred. An index license is used during the transfer operation. R/LINK must be installed in order to use the SAP link. 3 Installing the Release Scripts 3.1 Requirements for Using the Release Scripts A version of SAPERION higher than version 5.0 must be installed on the transferring system, as well as Ascent Capture. 3.2 Installing the Program on a Work Station The SAPERION release scripts are delivered with a setup program that installs and registers the necessary DLLs and INF files on the system. 2

3.2 Installing the Program on a Work Station Fig. 3 1: Installing SAPERION release script 1. Execute the installation by following the respective installation dialog. 2. In the next step the installed release script needs to be registered. This registration is accomplished in the Ascent Capture Release Script Manager, which is opened with the "Tools > Release Script Manager" command. 3. Add the SAPERION release script in the dialog by clicking on the [Add] button and selecting the path to the appropriate INF file. By default, the SAPERION release script is saved on one of the following paths depending on the type of the script. The INF files that must be selected are also located on these paths: SaInbound Release Script Path: C:\Programs\AscentCaptureforSaInbound File name: SAINBOUNDREL.INF Inbound Release Script Path: C:\Programs\AscentCaptureforInbound File name: INBOUNDREL.INF SAPERION Release Script Path: C:\Programs\Ascent Capture for SAPERION File name: SPNREL.INF Fig. 3 2: Registering the release script 3

. Setting Up the Transfer Interface In the next step, a dialog appears in which you can select the components of the release script that will be installed. At present, the release script consists of only one component that must be installed. Afterward, SAPERION for Ascent Capture is available as a release option, and is shown in the Release Script Manager. Extension of the SAPERION Login for Synchronized Users It is possible to log in to SAPERION in the Ascent Capture administration with the "Current User". A requirement for doing so is that the SAPERION User Manager has been synchronized with the operating system, and that the "Current User" is a valid user in SAPERION. If the "Current User" is logged in during the transfer, the following entry must be made in the login dialog in the Ascent Capture setup of the transfer script Expanding the Options for Assigning a Document ACL An ACL can be defined during setup without the necessity of it being selected from a list box showing the access control lists that exist in the system. Setting Up the Transfer Interface As is usual with Ascent Capture, the SAPERION release script is integrated at the level of the document classes. 1. The integration is accomplished in the document class of Ascent Capture through the "Release Scripts..." menu command in the context menu, which is opened with a right click. Fig. 1: Selecting the release script 2. This displays a selection of the registered release scripts, from which you must select the release script that you need, and add it by clicking the [Add] button.

.1 Configuring the SaInbound Release Script Fig. 2: Adding a release script 3. The configuration of the release script begins automatically once it has been added. The configuration can also be started later by clicking the [Setup] button. i.1 To configure the script, you must be logged in to SAPERION with a valid SAPERION admin account. The system takes note of the name for future logins, and presets the login form at the next login. Configuring the SaInbound Release Script The release scripts are configured through several tabs. The configurations that must be undertaken depend on the release script that is used..1.1 "Validation Archive" Tab The basic settings for the validation archive in SAPERION are specified on the "Validation Archive" tab. The validation archive is a special archive in which all documents that the system has not clearly recognized are filed for manual validation. 5

Setting Up the Transfer Interface Fig. 3: Ascent Capture - SAPERION Release Setup Validation Archive The "Document Class" drop down list contains all of the SAPERION system's DDCs, from which you can select the appropriate one. The displayed index fields are adapted to a newly selected table description. Mapping between the SAPERION index field DDC and Ascent Capture index fields takes place in the table. By selecting an Ascent Capture field, you can open a menu in which the available Ascent Capture index fields are displayed for selection. Fig. : Display of the Ascent Capture index fields i When assigning the index fields, be sure that the field types match. In addition to the Ascent Capture index fields, batch information, such as scan date, time, scan number, and name of the scanner operator, can also be transferred. As a third possibility, constants can be transferred. Once all of the DDC fields have been mapped, which is an absolute necessity, the user can also add properties. Clicking the [Add] button opens the "Add Property" dialog box. 6

.1 Configuring the SaInbound Release Script Fig. 5: Ascent Capture - SAPERION Release Setup - Add Property If the DDC fields have not all been mapped with Ascent Capture, clicking the [Add] button opens the "Destination field" dialog box. The user can then either edit a document variable (Add Property) or select a DDC field. During transfer, the fields defined here that are not contained in the DDC are attached as variables. Fig. 6: Ascent Capture - SAPERION Release Setup - Destination.1.2 "Destination Archive" Tab The "Destination Archive" tab corresponds both in its structure and its functions to the "Validation Archive" tab described above. On the "Destination Archive" tab, however, you specify the archive in which the clearly identified documents are archived. 7

Setting Up the Transfer Interface Fig. 7: Ascent Capture - SAPERION Release Setup Destination Archive.1.3 "Workflow Settings" Tab The workflow process can be started after transfer to the validation archive as well as after transfer to the final archive. Transfer to the docflow is activated by checking the appropriate box. The name of the appropriate workflow process must be entered. Fig. 8: Ascent Capture - SAPERION Release Setup - Workflow Settings i The first node of the process must have a defined recipient. It is not possible to select the recipient from Ascent Capture. 8

.1 Configuring the SaInbound Release Script In addition to a workflow process, a macro can also be started automatically if you enter the macro definition in the field and check the "enable macro" box..1. "Insert Document" Tab The "Insert Document" tab describes the manner in which the document will be archived in SAPERION. Fig. 9: Ascent Capture - SAPERION Release Setup - Insert Document There are two different options (Direct Mode, Index Form Mode) for archiving the documents in SAPERION: Direct Mode In this mode, no forms are checked with macros or required fields. With direct mode, you have the option of attaching the current document to an existing document. The "Archiving" event is also triggered within SAPERION. This event allows you to attach additional program code. Index Form Mode In this mode, an index form must be specified that will be evaluated (e.g., plausibility check) during archiving. In index form mode, you can specify the form that will be used for archiving. If a field has been given the "unique" property, you can also select the action for handling double entries. The settings for validation and for final archiving must be made here..1.5 "Image Format" Tab The "Image Format" tab is for defining the image type and for setting the PDF options. 9

Setting Up the Transfer Interface Fig. 10: Ascent Capture - SAPERION Release Setup - Image Format The PDF creation setting can only be stared if Adobe Capture is installed on the system. For detailed setting options, please see the Ascent Capture manual..1.6 "General" Tab The "General" tab is for setting the full-text option. Fig. 11: Ascent Capture - SAPERION Release Setup - General If you wish to execute full-text OCR for certain document types, you are give the option here of transferring the read full text to a SAPERION text retrieval field or archiving it with its image as a file (OCR Full-Text File release). 10

.2 Configuring the SAPERION Release Script Under "Release folder", enter the folder to be used for temporary document storage..1.7 "InboundLink" Tab Settings for the direct transfer to SAP are made on this tab. Fig. 12: Ascent Capture - SAPERION Release Setup - R/Link The "enable InboundLink" check box determines whether or not the recognized documents are transferred to SAP. Various entries are required for the transfer, such as the SAP server that is used, the login name, and the password. Once all of the entries have been made, you can click the [test connection] button to check whether the release script is able to connect with SAP. Mapping of the SAP index fields with the index fields of Ascent Capture also takes place here. i If you wish an external viewer, such as Wang Imageviewer, to be used for displaying multi-page TIFF files, the external Viewer Mode option must be checked.2.2.1 Configuring the SAPERION Release Script "Application" Tab Under the tab "Application" following parameters can be set: Application Area Document Class Shortlist of existing DDCs. Select the SAPERION-DDC. Document Name The folder name for structured documents can be entered here. The name could be a fixed text or the content of an Ascent field. 11

Setting Up the Transfer Interface Login Via the button [Login] the SAPERION user can be selected in which context the SAPERION release script can be configured and executed. Index Fields Area In the "Index Fields" area the mapping of the SAPERION and the Ascent Capture fields is processed. Fot this purpose the selected SAPERION DDC fields are displayed in the left part. In the right part the corresponding Ascent Capture fields are shown. With the buttons [Add], [Delete], [Delete All] you can add or delete fields. Release User kind Enter her the client-type with which the script logs in at runtime..2.2 "Add Settings" Tab In cases documents are transferred by release scripts to SAPERION, workflows or macros can be started or an ACL can be attached to the document. All necessary settings can be untertaken in the tab "Add Settings". Fig. 13: Ascent Capture - SAPERION Release Setup - Add Settings Add Flow When the checkbox "Add Flow" is activated you need to enter a workflow definition. Please enter solely the defintion's name without ending (example: "approval" for "approval.dfd"). Add Makro When the checkbox "Add Makro" is activated a macro defintion must be entered. The syntax complies with the parameters of the COM object "RunScript" (example: "ModulName!SubName"). 12

.2 Configuring the SAPERION Release Script Add ACL When the checkbox "Add ACL" is activated selected ACLs will be attached to the documents to be archived. If you know the name of an ACLclick [Add ACL]. A dialog opens for entering directly the ACL's name. With the button [Add ACL from System] a dialog opens where you can choose the required ACL from a list of all existing ACLs. With the button [Remove ACL] the integrated ACL can be deleted. Fig. 1: Ascent Capture - SAPERION Release Setup - Add ACL from System.2.3 "Insert Document" Tab The tab "Insert Document" describes the method of archiving a document in SAPERION. 13

Setting Up the Transfer Interface Fig. 15: Ascent Capture - SAPERION Release Setup - Insert document Direct Mode If this mode is activated transferred index data and documents are written without verification into the archive. When activating the checkbox "Insert into existing document" the direct mode is extended by the possibility of attaching the document to an already existing document. For this, a list of all in the DDC existing fields are displayed under "Column name". Please select one field. The release scripts verfifies at runtime whether for this field a document has been already applied. If so, the new document will be attached to it. Index Form Mode If this mode is activated teh transferred index data will be checked regarding its uniqueness by means of a index mask. Please select a index mask in the dropdown menu "Index form". You have the facility of defining the behaviour when documents cannot be verified uniquely by means of the mode "Double Mode" : append The document will be attached. reject The document will be applied to the open basket of the user. replace The existing document will be replaced. revise The existing document will be revised. 1

.2 Configuring the SAPERION Release Script Basket Mode When the checkbox is activated the transferred documents are applied to the inbox of the defined user. This user is defined in the field "SAPERION User". svrequiredwritestate The behaviour of an object can be defined in case of commitment. Following actions are possible: 0,1 The object will not be committed (documents will be written to the hard disk by means of Windows functions). 2 Default value, the system will wait until the the object is committed. That is the when the document is physically on the hard disk. 3 The system will wait until the document is on the medium. The system will wait until the document is verified by the medium..2. "Image Format" Tab The tab "Image Format" serves to define the image type..2.5 "General" Tab When executing fulltext OCR for some document types parameters for further processing can be set here. 15

Setting Up the Transfer Interface Fig. 16: Ascent Capture - SAPERION Release Setup - General Following settings are possible: Release Folder In the field "Release Folder" the directory is defined for the temporary storage of Ascent transferred files (see below). With the button [Browse] you can set the required directory. Protocol Folder In the field "Protocol Folder" the directory is entered for the storage of protocols. With the button [Browse] you can set the required directory. Release OCR full text file When the checkbox "Release OCR full text file" is activated teh OCR text file will be transferred and archived. Precondition is that in the properties the document class OCR is activated. Insert Fulltext When the checkbox "Insert Fulltext" is activated the text which is recognized by OCR can be written into the fulltext field in the SAPERION DDC. This field is defined by the field "Saperion fulltext index". Volltextfeld der SAPERION-DDC, das durch das Feld "Saperion fulltext index" definiert wird, geschrieben werden. Select in the dropdown menu "Saperion fulltext index" the required fulltext field.. Skip first page When the checkbox "Skip first page" is activated the first page of a multipage document will be skipped. Document protocol When the checkbox "Document protocol" is activated a protocol will be written. Release PDF additional When the checkbox "Release PDF additional" is activated the transferred document will additionally be archived as PDF file. Release PDF only 16

.2 Configuring the SAPERION Release Script When the checkbox "Release PDF only" is activated the transferred document will only be archived as a PDF file. Precondition is that in teh properties the document class "PDF" is activated..2.6 "R/Link" Tab In this tab you can make the settings of the SAP integration. Fig. 17: Ascent Capture - SAPERION Release Setup - R/Link Following settings are possible: Use external viewer for multipage When the checkbox "Use external viewer for multipage" is activated the transferred document will be archived as an application file. (If the checkbox is inactive the document is saved as an image file in a SAPERION format). RLink-Barcode When the mode "R/Link-Barcode" is selected the following values must be entered in the respective fields: ArchiveID: SAP-ArchivID DocType: SAP document type BarcodeField: SAPERION field in which the read out barcode will be applied RLink-Workflow When the mode "RLink-Workflow" is selected you have to enter the SAPERION user for the SAP integration. In the entered user's basket the documents will be applied. Enter the name of the user in the field "Entry tray". 17

i Setting Up the Transfer Interface Only one mode - the mode "RLink-Barcode" or the mode "RLink-Workflow" can be chosen..2.7 "ExportXML" Tab The ExportXML tab gives the possibility of creating a XML file. Fig. 18: Ascent Capture - Export XML For creating a XML file the following steps must be executed: 1. Import a Template via the button [Import]. Section from the file "RelConfig.xml": <?xml version="1.0"?> <CAPLINKS> <ReleaseLinksXML Source="Barcode" SourceType="0" Destination="XML::!Status!,ID" /> <ReleaseLinksXML Source="Barcode" SourceType="0" Destination="XML::!Status!,EXTID" /> <ReleaseLinksXML Source="Barcode" SourceType="0" Destination="XML::!Status!,STATE_ID" /> <ReleaseLinksXML Source="Barcode" SourceType="0" Destination="XML::!Status!,NEW_STATE" /> <ReleaseLinksXML Source="Aktuelles Datum" SourceType="2" Destination="XML::!Status!,CHANGE_DATE" /> i 2. Please note: SourceType 0 = Index Field 1 = Textkonstante 2= AscentCapture Values -1 = Undefined (Undefined should be better avoided). Execute the mapping (Ascent Capture values, Index fields or text invariables). 18

.2 Configuring the SAPERION Release Script 3. Click the button [Export] for saving this configuration on your hard disk.. Save and publish the XML file. The storage location can be defined in the tab "General". Here the respective folder must be entered in the field "Release Folder". Specifics Position data will not be configured here. Only the tag "!RGPOS!" must be contained. The exclamation point shows that its a node with xml structure. For filing a tag with the ALUID of the Saperion document, the text constant "[ALUID"] must be given during the configuration. 5 Using the Ascent Capture Release Script When the SAPERION release script is configured, the Ascent Capture release server uses it to archive the information and the image in SAPERION. During the transfer process, the release server uses a index client license. If all of the data in a batch have been properly archived in SAPERION, the batch is deleted from the batch manager. If problems have arisen during the archiving process, these files are left in the batch, and the entire batch is set to an error status. 19