› Printix Administrator › Settings › Capture workflows › Workflow properties

Workflow properties

Settings

  • Workflow name

    The name of the workflow. Must not contain any leading or trailing spaces and must not contain the characters: ~ " # % & * : < > ? / \ { | }

  • Active

    Select this to make the workflow Active so users can use the workflow. This is cleared by default. In Printix Go and Printix App, administrators can always see and use all workflows.

  • All users can use this workflow

    Select this so all users can use the workflow (when it is active). This is selected by default.

  • Selected groups can use this workflow

    Select this and then add the groups whose users can use the workflow.

    • Select Add group to add groups.

    • Select X to remove a group.

Source

  • Source

    Select between:

    • Printer

      Printer with Printix Go and Printix Capture.

    • Mobile

      Phone or tablet with the Printix App installed. Capture on mobile is intended for text-based documents and output is delivered in black and white. Supported image file formats: JPG, PNG, and TIFF.

Printer scan settings

  • Orientation

    The orientation of the original document. Select between Portrait or Select automatically.

    • Not all printers support the Select automatically function. For these printers, even though Select automatically is configured in the workflow, the printer always switches to the default Portrait option.

    • On some printers, if Paper size is set to Select automatically, Orientation may be ignored.

  • Paper size

    The default is Select automatically, but otherwise, select between A3, A4, A5, A6, B4, B5, Ledger, Legal, Letter, Statement, and Executive.

    • Not all paper sizes (for example, Select automatically and A3) might be supported on some printers.

  • Color

    Select between Color, Grey, and Black and white. The default is Grey.

    • Some Brother printers do not support the Color option. If you select Color for one of these printers, the output will be black and white.

  • Resolution

    The resolution in dots per inch (dpi). Select between: 200, 300, 400, and 600. The default is 300.

  • 2-sided

    Select this to scan both sides of the paper. This is cleared by default.

  • Continuous job build

    This setting only applies to Canon and Lexmark printers.

    Select this to scan additional pages in the same job. This is cleared by default.

    • On Canon printers, if this setting is not selected, users can still scan additional pages, but with restrictions:

      • The 2-sided setting must be on.

      • The user must start scanning from the printer's flatbed glass.

        The additional pages can be scanned from both the automatic document feeder (ADF) and the flatbed glass.

    • On Lexmark printers, when you scan additional pages, the scan settings can be changed, such as resolution and color. However, these options only appear if the printer has a hard disk drive. See Printix Go Lexmark supported printers and MFPs.

    • On Lexmark printers, if this setting is not selected, users can still scan additional pages, but with restrictions:

      • If all pages are scanned from the printer's flatbed glass, users can continue scanning additional pages.

      • If the user started scanning from the flatbed glass but continued scanning from the automatic document feeder (ADF), the printer finishes scanning the additional pages in the ADF, but further pages cannot be scanned in the same job from any source.

      • If the user started scanning from the ADF, the printer finishes scanning the pages in the ADF, but additional pages cannot be scanned in the same job.

Image processing

If Source is Mobile, then image processing is controlled on the mobile.

  • Delete blank pages

    Select this to have blank pages deleted. This is cleared by default.

  • Rotation

    Select between Rotate automatically, 0°, 90°, 180°, and 270°. The default is Rotate automatically. The rotation is performed before any OCR.

  • Deskew

    Select this if you want captured images to be deskewed automatically. This is cleared by default.

  • Crop

    Select this if you want captured images to be cropped automatically. This is cleared by default.

Output document

  • File type

    Select between:

    • PDF - Searchable

      The format is searchable PDF. It is possible to control image quality and PDF compatibility.

      • Image quality

        The default is Medium. Select between High, Medium, and Low.

      • PDF compatibility

        The default is PDF 1.6. Select between: PDF 2.0, PDF 1.7, PDF 1.6, PDF 1.5, PDF 1.4, PDF 1.3, PDF/A-1b, PDF/A-2b, PDF/A-3b, PDF/A-2u, PDF/A-3u, PDF/A-1a, PDF/A-2a, PDF/A-3a.

      • Optimize OCR process for

        The default is High accuracy. Select between:

        • High accuracy: Recognize text with a higher accuracy, but the processing is slower.

        • Medium accuracy and speed: A blend of both speed and accuracy.

        • High speed: Recognize text with the highest speed, but the accuracy is lower.

      • Language for OCR use

        The default is English. Select Select language to select the languages for OCR use.

    • PDF - Image only

      The format is image-only PDF. It is possible to control image quality.

      • Image quality

        The default is Medium. Select between High, Medium, and Low.

    • Microsoft Word

      The format is .docx. It is possible to control image quality.

      • Image quality

        The default is Medium. Select between High, Medium, and Low.

      • Optimize OCR process for

        The default is High accuracy. Select between:

        • High accuracy: Recognize text with a higher accuracy, but the processing is slower.

        • Medium accuracy and speed: A blend of both speed and accuracy.

        • High speed: Recognize text with the highest speed, but the accuracy is lower.

      • Language for OCR use

        The default is English. Select Select language to select the languages for OCR use.

Only select languages for OCR use if they are included in the documents. In particular, setting an Asian language for non-Asian texts (and vice versa) is likely to produce unusable results.

Metadata

  • Name

    The name of the metadata field.

  • Label

    The displayed name of the metadata that end-users can see.

  • Required

    Select this if the metadata must get a non-empty value from end-users to continue the related capture job.

  • Type

    The type of the metadata field. The default is Text. Select between:

    • Text:

      Validation type

      This option is only available if the Type is set to Text.

      Select what kind of value this metadata field can have. The default is Plain text. Select between:

      • Plain text

      • Number

      • URL

      • Email

      • Date

        If you select Date, the date format must be specified. The default is DD-MM-YYYY.

      • Custom

        If you select Custom, a regular expression must be specified in JavaScript format to determine the possible values.

    • Lookup:

      Available items

      This button is only available if the Type is set to Lookup.

      A new dialog box appears, where you can specify keys and values. After naming a key, an option to add another key appears. Maximum 1000 rows can be listed.

      • Select Import to import items from a .CSV file.

        Only the first two columns of the .CSV file are used. The rest of the columns are ignored.

      • Select the Up or Down arrow next to an item to move it up or down in the list.

      • Select Delete next to an item to remove it from the list.

      • Select Save to save the changes and close the dialog box.

  • Default value

    The default value for the metadata field.

    If the Type of the metadata field is set to Text, the Default value must match the Validation type. For example, if the Validation type is Number, the Default value can only have numbers. You can select the braces { } to insert variables, such as Workflow name.

    If the Type of the metadata field is set to Lookup, you can select one item from the available lookup items.

  • Remove

    Select this to delete the metadata field.

  • Add metadata field

    Select this to add a new metadata field to the workflow. Maximum 10 metadata fields can be added to a workflow.

Destination

  • Destination profiles

    Select between:

    • Email

    • Microsoft OneDrive

    • Microsoft SharePoint Online

    • Connector

  • Email

    To prevent sending spam emails, an email recipient MUST either be registered as a user in your Printix Home or have the email domain of your organization (such as @acme.com). If the same email recipient is listed multiple times, the user receives multiple emails.

    • To

      The default is {user_email}. There must be at least one email recipient. Use comma to separate multiple email recipients.

    • CC

      The default is empty. Only visible after Send to user email is set to CC once.

    • BCC

      The default is empty. Only visible after Send to user email is set to BCC once.

    • Subject

      Enter an optional subject. You can select the braces { } to insert variables, such as Workflow name.

  • Microsoft OneDrive

    The global administrator in Microsoft Entra ID must Grant access to OneDrive before OneDrive becomes available as a destination. Data will be written into the My files folder or subfolders thereof according the workflow.

    • Destination profile

      Select Create destination profile. If you have an existing destination profile that can be used, select Select destination profile.

      • In Name, type a descriptive name for the destination profile.

  • Microsoft SharePoint Online

    The global administrator in Microsoft Entra ID must Grant access to SharePoint before SharePoint becomes available as a destination.

    • Destination profile

      Select Create destination profile. If you have an existing destination profile that can be used, select Select destination profile.

      • In Name, type a descriptive name for the destination profile.

      • In Site, select a SharePoint site.

      • In Document library, select a SharePoint document library.

      • In Folder, browse to the folder within the SharePoint document library.

  • Connector

    Workflow data will be sent to the connector which stores them on a destination thereof according to the connector configuration.

    • Destination profile

      Select Create destination profile. If you have an existing destination profile that can be used, select Select destination profile.

      • In Name, type a descriptive name for the destination profile.

      • In Connector URL, enter the URL of the connector.

      • In Network, optionally, from the networks configured on the Networks page, select the network where the connector is hosted. Leave it blank if the connector is hosted on a public URL.

      • In Shared secrets, add one or more shared secrets for communication with the connector.

  • File name

    The default is the name of the workflow followed by the current date. If you edit the default name, you can select the braces { } to insert variables, such as Printer name.

  • Store metadata values

    This list appears if the selected destination is Email, Microsoft OneDrive, or Microsoft SharePoint Online. Select between:

    • No: No metadata file is stored next to the generated document. This is the default option for new workflows.

    • As JSON: A JSON file containing the metadata is stored next to the document in the selected destination.

Variables and date

When specifying the recipients for an email, the {user_email} variable represents the person who uses the workflow.

When editing the subject, file name, or folder, you can select the braces { } to insert variables. Multiple variables can be inserted. Variables can be deleted like regular text.

  • Variable

    • Printer ID. Only relevant if Source is Printer.

      Example: ASD

    • Printer location. Only relevant if Source is Printer.

      Example: Head office, Reception

    • Printer name. Only relevant if Source is Printer.

      Example: Reception

    • Username.

      Example: John Smith

    • Workflow name.

      Example: Send to email

  • Date

    Select the date format: {MM_DD_YYYY}, {MM_DD_YYYY_TIME}, {DD_MM_YYYY}, {DD_MM_YYYY_TIME}, {YYYY_MM_DD}, and {YYYY_MM_DD_TIME} (default, example: 2022-12-31_21-35-15). Date and time are in UTC (Coordinated Universal Time).

  • Metadata

    Each variable appears as the name of a metadata field that was created in the Metadata section.

    • Metadata fields with Text type: The variable fetches the value of the metadata field.

    • Metadata fields with Lookup type: The variable fetches the appropriate Key value from the lookup table.

  • File name example

    • Default:

      {workflow_name}-{yyyy_mm_dd}

    • Example with prefix text "test" and the Printer ID:

      test{workflow_name}-{printer_id}-{yyyy_mm_dd}