Email and folder watching service

The Folder and email watching service acts as an OCR and delivery service for generic document files and scanned images where the scanner model is not supported any other way. You can also use this service to process documents from non-scanner sources: ShareScan can watch folder(s) and email inboxes (via POP3 and IMAP) and process files/documents that have been

moved/copied in to the folder(s) before folder or email watching was activated
dropped, by any external document source, into a folder or email inbox being already watched.

This monitoring - processing - delivering service is powered by associating specific watch locations and rules with already existing connector profiles, services and extenders.

If you are working in an AutoSynced, multi-manager environment it is essential that you turn AutoSync ON before you create your watchers.

Note:

Marking the Do Not Re-Create PDF checkbox in the Watcher Wizard does not have any effect when the Watcher has PDF files as input. This is a valid behavior only if such an extender is assigned to the selected connector profile that performs image modification operations on the input document.

The extenders can be grouped according to whether they are always enabled or certain conditions must be met for them to be enabled:

Conditionally enabled extenders:

Smart Forms Extender (the same applies for Forms Processing Extender): image modification is considered enabled, when
the Modify Output Image checkbox is enabled at the Administration UI and
there is at least one image cleanup operation in the Image Modification Settings list
Image Control / Barcode Extender: image modification is considered enabled, when
any of the Auto-orient, Remove borders, Straighten page, Convert to B&W, Despeckle, Smooth characters, Remove halftones, Remove lines, Hole Punch Removal, Thin or Thicken operations is enabled.

Always enabled extenders:

Highlight & Redact: image modification is always enabled for this extender
Debooklet Extender: image modification is always enabled for this extender

In any cases when image modification is enabled, PDF file properties (such as bookmarks) will be discarded.

Important!

You can only associate such connectors, services and extenders with the Email and folder watching service that have been configured to operate without end-user interaction (so-called Express connector profiles). To ensure that your connector profile is such:

disable subfolder navigation (in the Edit dialog box, unmark the checkbox Enable subfolder navigation)
set the value of Authenticate User to None, or Logon as (and specify the credentials)
ensure that your turn off the User Modify parameter (unmark the checkbox) in the File name field editor window
ensure that your turn off the User Modify parameter (unmark the checkbox) in the Index file field editor window
ensure that the Encryption connector setting has the User Modify parameter set to 'No' (unmark the Yes checkbox)

In case your connector profile contains multiple destinations, all of these need to meet the above criteria.

The connector associated with the routing Watcher workflow needs to create output files matching the file type of the routed documents. If you want to route several different file formats, it is recommended that you set up one connector profile – rule pair for each format.

Check the relevant Help sections on how to prepare such a configuration for the supported connectors / services:

Connectors:

Open Text Content Server

Services and Extenders:

Database Lookup Extender

Forms Processing Extender

Image Control

Bates/Endorsement

Note:

The Bates/Endorsement Service is turned on automatically when the bates format name matches the corresponding profile name. This works for scanner workflows as well from 5.4 SP1.