Welcome to Kofax eCopy ShareScan > Configure connectors > eCopy connectors > eCopy Connector for Quick Connect

eCopy Connector for Quick Connect

Quick Connect enables users to scan documents and deliver them to predetermined network locations, Web locations, databases, or to an SMTP server, with minimal data entry requirements. It is ideally suited to environments where large numbers of documents must be scanned quickly into automated or manual workflows.

To be able to use this connector with the Email and folder watching service, you need to create a profile in such a way that it does not require user interaction (express).

For the generic connector configuration options, see Configure connector profile.

Destination settings

Field/Button

Description

New

Adds a new destination.

Edit

Edits an existing destination

Copy

Copies the selected destination.

Remove

Removes the selected destination.

Move up

Moves the selected destination up in the list.

Move down

Moves the selected destination down in the list.

Expression

Displays the Expression dialog.
Generic destination settings

Field/Button

Description

Name

The name of the destination.

Type

The type of the destination. The following destination types are available:

  • Windows folder
  • Novell Netware folder
  • FTP folder
  • Secure FTP
  • WebDAV folder
  • SMTP Message
  • Database
  • Destination List
  • Connector
Folder location settings

Field/Button

Description

Folder location

Destination information for the scanned documents.

  • For Windows or Novell folders, click the ... button and browse for an existing folder or create a new folder and select it.
  • For an FTP folder or a Secure FTP, enter the FTP location, such as ftp://ftp01/scans.
  • For a WebDAV folder, specify the root URL to a WebDAV folder, starting with either http:// or https://.

Note that Quick Connect does not support long UNC paths, thus full path names are limited to 260 characters,

Secure connection (FTPS explicit)

Check this box to enable a secure connection. Only available for FTP folders.

Enable subfolder navigation

Enables users to select a subfolder at the device.

Root path

Only valid for Windows folders. Clicking the key icon before this textbox allows ShareScan to retrieve the root path data from Data Publishing.

When the icon is highlighted, the name of the data published key defining root path must to be specified in the textbox (for example, a barcode name). The root path (a UNC path) is retrieved from this data published key during runtime.

If the key icon is not highlighted, the root path has to be specified in the textbox manually.

If the Data Publishing is used, subfolder routing and subfolder navigation works normally.

Maximum folder level

The number of subfolder levels users may navigate. The default is 3.

Subfolder routing...

This button displays a dialog which configures subfolder names where documents are stored.

The text box under Folder Location specifies the root folder of the destination. A user can navigate subfolders underneath this root folder.

If subfolder navigation is enabled at the device, Quick Connect creates subfolder underneath the user-specified folder and stores documents in the created folder.

If subfolder navigation is disabled, Quick Connect creates a subfolder underneath the root folder and stores documents in the created folder.

The location where documents are stored is:

<Root folder>\<user navigated subfolders>\<subfolder to be created>\<document.pdf>

  • The subfolder routing dialog consists of tree view and list view control. The tree view defines the hierarchy of subfolders while the list view defines folder naming rule for the selected subfolder. The text of tree node displays the names of field.
  • Field names must be unique across subfolders.
  • If a field is user modifiable, Quick Connect displays the Subfolders form at the device, between Folder Navigation and File Name form.
  • Alphanumeric, Numeric, List and Database fields publish a DP key, so administrators can map document services DP keys to these fields to retrieve runtime value.
  • You can turn Subfolder routing on for each destination in a destination list. However, the items you create under Subfolder routing are not published and therefore not accessible for the Data Publishing Mapper. If you want these to be published, add them to the Index file for the connector profile.
FTP settings

Only available for Secure FTP destination type.

Field/Button

Description

FTP type
  • FTP over SSL
  • SSH FTP

Ssl mode
  • No security
  • Implicit TLS or SSL
  • Explicit TLS or SSL

Passive

Select this check box for a passive FTP connection (the client initiates both connections to the server; this solves the problem of firewalls filtering the incoming data port connection to the client from the server).
Authentication settings

Field/Button

Description

Authentication type

Available for FTP folder, Secure FTP, WebDAV folder; the following options exist for each type:

  • FTP folder: Windows, FTP, Netware
  • Secure FTP: FTP
  • WebDAV folder: Windows, WebDAV, Netware

Authenticate user

The options are:

  • None: Sends scanned documents to the destination without requiring user authentication. The Manager requires write access to the destination.
  • Logon As: All documents scanned and stored to this destination use the credentials that you enter in the User name and Password fields. The user is not required to log on at the device. Specify the domain/tree, user ID, and password to use for authentication. The specified account requires write access to the destination.
  • Runtime: During each session at the device, prompts the user to provide logon credentials before storing the file. You specify the domain or tree (for Novell Netware folders) to use for authentication.

User ID

All Authentication types require a user name and password if Logon As is selected as the user authentication method.

Password

Specifies the password for the Logon as user.

Domain

Select either Logon as or RunTime authentication mode to enable this combo box.

  • In Logon as mode, the combo box must specify the domain name for the Logon-as-user.
  • In RunTime mode, the combo box specifies the default domain name which is initially displayed on the Logon form but this is optional.

Tree

Only available for Novell Netware folders; has the same function as the Domain combo box.
SMTP message destination settings

Field/Button

Description

Server

Specifies the SMTP server via name or IP address.

Port

Specifies the port number used. The default is 25.

Account

Sets the account to be used for authentication. The following options are available:

  • Generic account - None Authentication
  • Personal account - Windows Authentication
  • Personal account - Netware Authentication
  • Personal account - LDAP Authentication

Reply To

Specifies the sender's email address. Available only for Generic account None Authentication.

Domain

Specifies the domain name used as initial value on the Logon form. Available only for Personal account - Windows Authentication.

Tree

Specifies the tree name used as initial value on the Logon form. Available only for Personal account - Netware Authentication.

LDAP settings

Displays the LDAP server settings dialog. Available only for Personal account - LDAP Authentication.

Cc sender

Checking this box sends a copy of each message to the sender.

To listbox

Use the Add button to add the SMTP addresses of the recipients.

Subject

Set the subject of the message.
Database destination settings

For more information on database types and settings, see Database types and settings.

Field/Button

Description

DB type

The configured database types are displayed here. The available types are as follows:

  • Microsoft Access
  • Microsoft SQL
  • Oracle

Data source

Displays the data source.

Catalog

Displays the catalog name, if supported.

Table

Displays the table name with schema, if applicable.

Document data (BLOB)

Displays the column name for the document's data (BLOB).

Document name

Displays the column name for the document name.

Document extension

Displays the column name for the document extension.

Configure

Displays a situation-based dialog. If the administrator is defining a new Database destination, clicking this button displays the Configure Data Source dialog to define database connection. If a defined database connection exists, the Select recent data source dialog with previously used connections is displayed, thus the administrator can reuse existing connection setting or go to Configure data source dialog via the New… button. If an existing connection setting is selected or new connection setting has defined, the connector displays the Map document destination dialog to define data mapping.

Note Since Microsoft deprecated the Microsoft Jet 4.0 OLE DB Provider (https://msdn.microsoft.com/en-us/library/ms810810.aspx), and future Windows update may remove it from the system. Configuring a 'Microsoft Excel 97-2003' data source on machines without a Microsoft Jet 4.0 OLE DB Provider results in an error message. In case you still wish to use the old format .xls files, install 32 bit version of Microsoft Access Database Engine 2016 Redistributable (https://www.microsoft.com/en-us/download/details.aspx?id=54920) or later and configure Database type for Microsoft Excel 2007-2010 in the Configure data source dialog by selecting old format .xls files via setting the filter to All files (*.*) on the Windows File Open dialog.

Destination list settings

Field/Button

Description

Name

Location,

and Logon

Enables you to create a list of destinations to which the connector profile can send scanned documents. Clicking the Add button displays the Add destination to ... window, where you can set the attributes of the chosen destination.

When you add a destination to the list, you specify the destination name, type, and location, as well as the authentication information. The New destination window then lists all the destinations.

To make sure that users have to log on, at most once, at the device, you cannot mix certain combinations of destination type and authentication in a destination list.

If you add a Windows Folder or Novell Netware Folder destination that uses Runtime authentication, and then you add an FTP Folder destination, the Authenticate User combo box is shown without Runtime authentication mode.

Invalid options will not be available in the Authenticate User list.

Connector settings

This destination type represents another ShareScan workflow that receives its input from the output of this connector profile / destination.

By using the Connector destination type, it is possible to chain ShareScan workflows with the limitation that the second (and third, and so on) workflows in such a chain must be an Express workflow (that is, not having any user interface / forms to display), similarly to the Watcher workflows.

For more details on Express workflows, see the Watcher.

To transfer document metadata between the original and the chained (connector destination) workflow, you can use the XML Index File fields: whichever metadata (data from Data Publishing, like barcode values, data provided by Database Lookup Extender and so on) item you want to use in the chained workflow, you simply need to specify it as a field the Index File of the connector profile using a Connector destination, and create a mapping in the Data Publishing Mapper.

The Connector destination type can also be used as an item in a Destination list. In this way, the same document(s) can be stored via multiple connectors.

The following scenarios details how to properly configure the QuickConnect Connector destination:

Make sure that the Connector destination type is available and the created profile results in a hidden watcher configuration:

  1. Prerequisites
    1. Install ShareScan
    2. Load normal (non-watcher: dev, prodd, eval, nfr) ShareScan license
    3. Create / Set HKLM\SOFTWARE\Wow6432Node\Kofax\ShareScan\ShareScanAdmin\ShowHiddenCascadingWatchers to true
    4. Create a no-UI (aka Express) workflow with QuickConnect (profile is named as finaltarget in the example below)
      • Create a folder on a local drive (for example, ShareScanQC)
      • Create a Windows folder destination (named as Output1 in the screenshot below) using the folder created in the previous step
      • Make sure the is no user modifiable settings (for example, document type) in the connector profile
      • The icon of the connector profile will be grey, indicating the profile does not require any user input
    5. To be able to check the hidden watcher profiles, import a valid Watcher license as well. All the functionalities (of creating connector destinations) must also be available without a connector license.
  2. Tests:
    1. Create a new QuickConnect profile (for example, by Save As... the default profile – named as ConnectorDest1 in the example below)
    2. On the Destinations tab click the New button
    3. The New destination dialog appears
    4. There will be a Connector item in the list of the Type control.
    5. If you select the Connector item, the dialog UI changes as follows: (If there is no Express profile to select, a warning is shown.If there is/are profiles(s) to select, they are included in the list.
    6. Click OK – a warning appears:
    7. If you click the Click to edit index field mappings of this destination link, the same warning appears.
    8. Click the finaltarget radio button under the Quick Connect node (only the Express (no-UI) profiles should be listed in this dialog – all of the Express profiles should appear in this list, for any of the connectors having such type of profile)
    9. If you click the Click to edit index field mappings of this destination link, the Data Publishing Mapper dialog appears (does not contain any items to edit yet, as there are some pre-requisites).
    10. Click OK: a new destination shall appear on the Destinations tab, with the specified name, with the blue puzzle icon (representing the Connector destination)
    11. Click the Save button for the profile saving.
    12. Go to the Devices tab / Watching, right-click / Reload watchers: a watcher appears
    13. A new entry is displayed, with the following name structure: <QC profile name>@<destination name> }- QuickConnect-<target express profile name>(This watcher is not be visible if the registry setting described in 1/c is not set, or set to false) Observe that the Rule has the name Rule - <GUID>, where the GUID is an automatically generated unique identifier of the connector destination
    14. Click the newly created watcher entry, and check the Summary in the main panel of Administration Console
    15. The Watch Folder entry will point to a folder under ...ShareScan\Cascading\<GUID>, where the GUID is a unique identifier of the connector destination. This GUID matches the GUID displayed for the Watcher Rule in m.)
    16. Open Windows Explorer and check the folder shown in the Watcher Summary – it should be created by the creation of the Connector destination.
    17. When the Rule is selected, click the Edit button in the Main panel - the Rule editor Wizard appears:
    18. Observe that the Do not recreate PDF files check box and the Route to destination without processing radio buttons correspond to the check box on dialog 2.e
    19. If the QC connector profile with the Connector destination is created with any/both of the check boxes of 2.e having checked values, then the Do not recreate PDF files check box in the rule will be the same as the state of the corresponding check box of dialog 2.e; the Route to destination without processing radio button will be selected in the rule if the Route only check box was checked on dialog 2.e
    20. The settings of the rule described in (s.) will correspond to the check box states of 2.e also if the connector profile / Connector destination is edited. FAIL
    21. If the target Express profile is changed (while editing the connector destination), the change will be reflected in the watcher Rule. PASS
    22. Testing if the DP mapper dialog is showing up only the relevant fields:
      1. Create an index field (on the Index File tab click Add. Do not save the connector profile at this point.
      2. Create a connector destination or edit an existing one
      3. Click the Click to edit index field mappings of this destination link. A message box pops up.
      4. If you click on No, the message box disappears and the DP mapper will not open. If you click Yes, the connector profile is saved, and then the DP mapper will open.
      5. The list of the Published Key column should contain only the field that is defined as an index field in the QC profile, having this connector destination. The name of the key will be Connector Destination.<name of the QC profile> . FAIL – the key is shown only when the QC profile was saved manually
      6. Connector keys in the DP mapper dialog are filtered to the available connector keys of the target connector – this is identical to the feature of the DP mapper when it is opened from the connector profile right-hand panel link.

    Make sure that in Quick Connect connector, Connector destination type is available and the created profile results in a hidden watcher configuration in the Destination list:

  3. Prerequisites: same as in the previous scenario
  4. Tests:
    1. Similar to step 2.a of the previous scenario.
    2. Similar to step 2.a of the previous scenario.
    3. On the New destination dialog, select Destination list from the Type list.
    4. Click the Add button.
    5. From this point, creating the Connector destination is the same as in the previous scenario.
    6. When the destination dialog is confirmed with OK, the newly created destination list item appears in the list.
    7. The Summary panel below reflects the different settings of the Connector destination (Name, connector type, target profile name, Route only flag, PDF recreate flag). Clearing or selecting is necessary to have these changes visible.
    8. All the other test items from the previous scenario apply.

Field/Button

Description

Choose connector profile for processing

This list displays the configured Express connectors / profiles (that is, the profiles with no UI runtime).

If no connector / profile is available with Express setup, a warning message informs the user that the profile and corresponding services require Express mode.

These profiles will not replicate in an AutoSync environment.

Route only

Select this check box if you want to pass your files to their destinations without processing and/or transformation.

Do not recreate PDF files

Select this check box to process incoming files as if they are all actual scans. When the Route only check box is selected, this check box is greyed out.

Click to edit index field mappings of this destination

Click this link to open the Data Publishing mapper tool with the published keys filtered for the keys derived from the index field of Quick Connect and the connector keys filtered to the destination Connector selected.

LDAP server settings

Field/Button

Description

Server

The IP address, DNS name, or URL of the LDAP server associated with the directory you want to use.

Port

The LDAP server port number. The default is 389.

Server requires SSL

Select this check box if connecting to the LDAP server requires SSL.

User ID

The ID of the administrator who logs on to the LDAP server. This administrator account is used to query e-mail address for runtime-log-on user from the LDAP server.

Password

The password associated with the server account.

Connect anonymously

Allows anonymous connection to the LDAP server, if the server supports anonymous authentication.

Base DN

The DN of the base or root of the directory in which to search. This varies depending on the server you are using and the portion of the directory you wish to search.

Test

Pressing this button checks the connection to the specified LDAP server. If the test succeeds, the OK button is enabled.

Setting a database as a destination

Setting a database as a destination enables you to configure a connector profile so that users at the device can scan and index documents and store them in the specified database. You can configure the profile to store the index information in a file, in the same database as the scanned document, or in a different database.

To set a database as a destination:

  1. On the Configure tab, click New.

    The New destination window opens.

  2. In the Name field, enter a name for the destination.
  3. In the Type list, select Database.

  4. Under Destination, click Configure.

    The Configure data source window opens.

  5. Configure a new data source.
    1. Select the database type and specify the settings.
    2. Click Test connection.
    3. When the system displays the “Test succeeded” message, click OK twice.

    Or

    Configure an existing data source

    1. If the Select recent data source window opens, select the data source that you want to use.
    2. Click OK.

    The data source is the database where the scanned documents will be stored.

  6. Depending from the purpose, the following windows are displayed:
    1. Map document destination for database destinations.
    2. Choose fields dialog for database fields.
    3. Map index fields dialog for index files.
    4. Click OK. The New destination window displays the database settings.
    5. Click OK to save the settings. The Destinations list displays the name and summary information for the database destination you created.

Note The Index file tab displays the mapped database column name in the Table Column in the Index File list view.

Database types and settings

Database type

Settings

Microsoft Access

Specifies the path to the Access database (*.MDB), which can be on a local drive or on a Universal Naming Convention (UNC) path.

If the database is on a local drive and does not require a user name and password, select the Blank Username and Password check box.

If the database is on a UNC path, enter the appropriate credentials. The user must have permission to access the specified path.

Microsoft SQL

Specifies the SQL server, user name, and password used to access the SQL Server, and the Catalog/Database.

  • SQL Server: The SQL server that you want to use. If the Microsoft SQL Server Management Object component is installed on the computer, the system automatically fills the SQL Server list with the names of SQL servers on the local segment of the network and you can select the server from the list. If MDAO is not installed, you can type the server name in the field.
  • Username: SQL server user name.
  • Password: Password for the specified user.
  • Catalog/Database: The database where you want to start browsing tables. You can select the catalog or database from the list, if MDAO is installed, or you can type the catalog or database name in the field.

Oracle

Specifies the listener, user name, and password used to access the Oracle database.

  • TNS Name: Listener on the Oracle database server.
  • Username: Oracle user name for the integrated security user on the target database.
  • Password: Oracle password for the specified user.

Map a document destination

When you set a database as a destination, you can use the Map document destination feature to map the name and file extension of the scanned document to STRING fields in a table in the database. This enables you, or a database administrator, to create associations between the scanned document and any index information that the user enters on the Index screen for the document, wherever that index information is stored.

Database type

Settings

Connection information

Displays current database connection information:

  • Data source: name of the data source.
  • Catalog: displays catalog name, or N/A, if none is available.
  • Table: table name with schema (if available).
  • Column: not used for document mapping.
  • Default value: not used for document mapping.

Use the Modify button to edit the displayed information, and the Refresh button to clear table selection and field mapping.

Select Table Name

Displays available tables in the current data source. If a table is selected from the list, it gets bold and the Map Fields data grid view gets enabled.

Map Fields

Displays which fields are mapped to which database columns. The administrator selects a column name from list.

The column for Document Data (BLOB) must be specified but Document Name and Document Extension is optional.

If an already assigned column is reselected, the dialog shows an error message and clears column selection.

Using a database as the source of field values

You can create a file name field or an index field that uses a database as the source of field values. Users at the device can then select from a list of available values for that field.

If the database administrator modifies, in a database, values that are associated with a Quick Connect field, users will have access to the changed values. You do not need to make any changes to the field in the Administration Console.

To use a database as the source of field values:

  1. On the File name or the Index file tab, click New.

    The appropriate Field editor window opens (File name field editor or Index file field editor).

  2. In the Name field, enter a name for the new field.
  3. In the Type field, select Database as the type.
  4. Check User modify if you want the user at the device to be able to alter this part of the file name.
  5. Select the Required option if you want to require users at the device to specify a file name or index value.

  6. Click Configure.

    If you have previously configured a data source, the Select recent data source window opens.

  1. On the File name or the Index file tab, click New.

    The appropriate Field editor window opens (File name field editor or Index file field editor).

  2. In the Name field, enter a name for the new field.
  3. In the Type field, select Database as the type.
  4. Check User modify if you want the user at the device to be able to alter this part of the file name.
  5. Select the Required option if you want to require users at the device to specify a file name or index value.
  6. Click Configure.

    If you have previously configured a data source, the Select recent data source window opens.

    • To use an existing data source, select it and then click OK.

    • If you do not want to use an existing data source, click New.

      The Configure data source window opens. Follow the instructions to configure a new data source.

    • If you have not previously configured a data source, the Configure data source window opens. Follow the instructions for configuring a new data source.
    • After selecting or configuring a data source, the Choose field window opens.
  7. Select a table, select a column in the table, and then select the default file name or index value from the list of available values. The user at the device can accept the default value for the field or select a value from the list.

  8. Click OK to return to the Field editor window.

    The window displays the settings you have configured.

  9. Click OK to save the settings and return to the File name or Index file tab.

    The tab displays the name and summary information for the Database field you created.

Defining Expressions for destinations

You can define parameters, operators, and constant values via the Expression dialog. The parameters are published to the Data Mapping tool and mapped to published data from a document service. Document service publishes data as string and the connector converts the string to specific data type according to parameter type.

Field/Button

Description

New

Allows adding a new parameter via a dialog, where you can set the name and type of the new parameter. The available data types are the following:

  • String
  • Integer
  • Decimal

Edit

Edits the selected parameter.

Remove

Removes the selected parameter from the list view.

Operator

Select a parameter to display the available operators defining how to compare parameter and constant values. The set of operators varies according to parameter type.

Constant

Select a parameter to display the constant value which is compared to parameter value during runtime. The input text must be formatted properly to successfully process the equation.

Defining file naming fields

The file name generated at the eCopy-enabled device is composed of one or more fields. Note that if file name is not published by document service, Quick Connect uses its file naming rule even if you check Use Document Service file name.

To define file naming fields:

  1. Select the File Name tab.
  2. Click New.
  3. Use the File name field editor to specify a name for the field and set the default values.
  4. Click OK.

  5. Repeat this procedure for each new file naming field.

    Or

    Select Use Document Service file name to use the file name configured for the Document Service.

  6. Click the Save current profile button.

    The system saves your settings as part of the connector profile.

Note If a scanned document already exists in a selected destination you are presented with a number of options.

File name tab

Field/Button

Description

New

Adds a new entry via the File name field editor.

Edit

Edits an existing entry via the File name field editor.

Remove

Removes the selected entry from the list view.

Move up

Moves the selected entry up in the list view.

Move down

Moves the selected entry down in the list view.

Use Document service's file name

Checks published entry name by a document service. If the file name is published, the connector uses the published name as an output file name instead of the File naming form and constructing the file name according to file naming rule.

If file name already exists:

Set the method for resolving file name conflicts:

  • Create unique file name (.1,.2, and so on): The connector creates a unique file name by appending a rolling number with a dot separator.
  • Overwrite always: Overwrite the existing file with the scanned document.
  • Merge images into existing document
    • Can modify at runtime: select this check box to enable users to modify the default image merging behavior
    • Default behavior: select default image merging behavior from the list
      • Insert before first page: insert the image before the first page of the document
      • Append after last page: append the image after the last page of the document
    Note Only PDF and PDF/A output formats are supported (Settings>Document>File Format>File Format Options). If you select an output file format other than PDF or PDF/A, an error message pops up after you click the Save Current Profile button.

    Only the following destinations are supported:

    • Windows folder
    • WebDAV folder
    • FTP folder
    • Secure FTP
    • Novell Netware folder

    If either Database or SMTP message destination types are provided, a dialog pops up after you click the Save Current Profile button informing you that these destination types are not supported and requiring confirmation on whether you want to save the profile.

  • Return error: Show an error message at the device. The User has to specify a different name at the device or cancel the current job.
File name field editor

Field Type

Description

Name

Specifies a unique file name field name. Not case sensitive. If you increase the minimal length, this field becomes required.

Type

Specifies a type of field. Type-dependent settings change according to the field. For more information, see the Field types table below.

  • Alphanumeric
  • Numeric
  • Date
  • Time
  • List
  • Database
  • Batch-based index value
  • Batch number
  • Separator
  • Device name
  • Logged on user

Export to Index File

Specifies whether the entry name field value is exported to the index file. If checked, a field which has a name of FileNameField.<field name> is added to the Index File list view control in the Index File tab.
Field types

Field Type

Description

Alphanumeric

Inserts text into the file name. The text can contain any printable characters except those restricted from Windows file naming conventions or any characters you define as separators.

  • Minimum/maximum length: The minimum and maximum number of characters allowed.
  • Remember: The number of previous entries to display when the user is prompted for the naming information. If set to zero, no previous values appear in the list.

Batch number

Inserts the current batch number into the file name.

  • Leading zeroes: Pads all values with leading zeroes to make their length equal to the maximum field size. For example, if you specify "3" in the Length field and you enable leading zeroes, batches are numbered “001”, “002”, … , “010”, “011”, … , “100”, “101”, … , “999”. If you do not enable leading zeroes, batches are numbered "1", "2", and so on.
  • Length: The maximum number of digits allowed for the batch number, including leading zeroes.

Batch-based index value

You can only use batch-based index values if you have the eCopyBarcode Recognition Service. Batch-based indexing enables you to create index files with separate barcode values for each batch.

Database

Inserts a value from the database into the file name.

Click the Configure button and configure a data source.

Date

Inserts the date on which the document was scanned into the file name.

Format: The format in which you want the date to appear in the file name.

Device name

The name of the device from which the document is scanned.

No additional settings.

Numeric

Inserts numeric characters into the file name.

  • Default: Only numeric characters can be entered in this field.
  • Field Size: The minimum and maximum number of digits allowed.
  • Leading zeroes: Pads all values with leading zeroes to make their length equal to the maximum field size.
  • Remember: The number of previous entries to display when the user is prompted for the naming information. If set to zero, no previous values appear in the list.

Separator

Character: The character that you want to use to separate the fields in the file name. The character that you select cannot be used in any other file name field.

List

Enables you to create a list of values from which the user can select a single value at the device.

If you select the Required option, the user at the device must select a value from the list. If you do not select this option, the user at the device can leave the field blank. If you select the Required option and do not select the User modify option, you must set one of the list items as the default value.

Time

Inserts the time at which the document was scanned into the file name.

Format: The format in which you want the time to appear in the file name.

Defining index files

Setting up an index file enables the user at the device to enter indexing information for the scanned document in one or more fields. Quick Connect writes the field names that you create on the Index file tab to an index file, and creates data mapping information between field names and database columns. The default values that you associate with each index field, or the values entered for the field by the user at the device are also stored in the index file or database table.

The information describes the content of the document, such as a case ID, a client name, or a document type. Quick Connect saves the index information with the scanned document. This option is useful with back-end applications that can process the scanned documents (image files) and index files in the destination folder.

To configure an index file:

  1. Select the Index File tab.
  2. Click New.
  3. Use the Index Field Editor to define an index field and its default values.
  4. Click OK.
  5. Repeat this procedure for each new index field.
  6. In the File format area, select the format of the index file.
  7. If the Document splitting option is enabled on the Settings pane and you want to create a single index file, select Create single index file when Splitting is enabled.
  8. If you want to duplicate unchanging index values, select Repeat unchanging index values.
  9. Click the Save current profile button. The system saves your settings as part of the connector profile.

Index file tab

Field/Button

Description

New

Adds a new field via the Index file field editor.

Edit

Edits an existing file via the Index file field editor.

Remove

Removes the selected file from the list view.

Move up

Moves the selected file up in the list view.

Move down

Moves the selected file down in the list view.

Mapping

The Select Recent Data Source or Map Index Fields dialog is displayed directly, if no connection settings are stored to the registry. In the dialog you can assign Index fields to database columns. If at least one index field is configured and the Database button is clicked, this button gets enabled.

File format

The following file types are available:

  • XML
  • CSV
  • TSV
  • Database

Note: When selecting the Database option, the Mapping button is enabled on the toolbar.

Convert XML file

Select XML index file format to enable this control. If this control is checked, the controls in XSLT group are enabled.

XSLT group

The following options are available via the XSLT group:

  • XSLT file: set the location of the XSLT file.
  • Extension: specifies an extension for the result file of the XSL transformation.

Create single index file when Batching is enabled

If checked, the connector creates a single index file per job. If unchecked, an index file per batch is created.

Repeat unchanging index values

Available only if Create single index file when Batching is enabled is checked. If checked, the connector records the system- or job-based index values for every batch. If unchecked, the connector records the system- or job-based index values only once and records batching-based index values for every batch.
Index File Field Editor

Field Type

Description

Name

Specifies a unique file name. Not case sensitive.

Type

Specifies a type of field. Type-dependent settings change according to the field. For more information, see the Field Types table below.

  • Alphanumeric
  • Numeric
  • Date
  • Time
  • List
  • Database
  • Device name
  • Logged on user
  • Destination Path
  • File name
  • File size (KB)
  • Number of pages
  • Batch-based index value
Field types

Field Type

Description

Alphanumeric

Records the text which contains any printable character into the index file.

Batch-based index value

Pulls published value from DataPublishing based on current batch number and records into the index file.

Database

Records the selected value from the database into the index file.

Date

Records the formatted text of the date into the index file when the job was started

Destination path

Records the location where the document is sent into the index file. The location information differs according to destination type:

  • Windows Folder – a path to local or network folder
  • Novell Netware – a path to local or network folder
  • FTP Folder – a URL
  • Secure FTP – a URL
  • WebDAV Folder – a URL
  • SMTP Message – concatenated email addresses of recipients with semicolon
  • Database – <Data source> - <Catalog>.<Table>

Device name

Records the name of the device on which the client is running into the index file. The device name is retrieved when the connector starts.

File name

Records the file name of the document into the index file.

Logged on user

Records the logged on user’s name into the index file.

If the destination uses Runtime authentication, the connector records runtime-logon-user name (either Bypass session logon user, CAC user or connector’s log on user). If authentication mode is Logon as, it uses pre-configured user name. Otherwise it records an empty string.

Number of pages

Records the number of pages in the document into the index file

Numeric

Records the text which contains only numeric characters into the index file.

File size (kB)

Records the file size of the document in kB into the index file.

List

Records the selected value from the list into the index file.

Time

Records the formatted text of the time into the index file when the job was started.

Index file formats

The index file has the same name as the scanned document, but has a different file extension. The available formats of the index file are:

  • XML
  • CSV (comma-separated value)
  • TSV (tab-separated value)
  • Database

Document splitting settings

When the Document splitting option is enabled on the Settings pane, you can configure Quick Connect to create a single index file that records the index values entered at the device for all scan jobs of a batch.

  • The connector uses the file name that you create on the File name tab to create a name for the index file. If you do not configure a file name, the connector uses the default file naming rule.

    If the file name includes the Batch number field, the connector sets the current batch number in that field; otherwise, the connector adds an underscore (_) to the batching number, as in “document-20070131_1.pdf”.

    If a file name already exists and the Create unique file name option is configured on the File name tab, the connector adds a period to the rolling number, as in document-20070131_1.1.pdf.

  • Index fields are divided into three types. The type of index value determines the frequency of changes to index values:

  • System: The index field retains the same index value when the user at the device starts a new scan job.

    Used with the following field type: Device Name.

  • Scan Job: The index values in index fields of this type are the same for the entire scan job.

    Used with the following field types: Alphanumeric, Numeric, Date, Time, List, Authenticated user, Destination path, Database.

  • Splitting job: A scan job can comprise multiple document splitting jobs. The index values in index fields of this type change for each document splitting job.

    Used with the following field types: File name, Number of pages, File size, and Batch-based index value.

  • The Repeat unchanging index values option enables you to record the index values for a batch job each time the user enters the index values, even if the user at the device enters the same index values many times.
  • If you do not select this option, the connector records the system- and scan job-dependent index values only once.
  • Since batch job-dependent index values have different values based on the job, they will be recorded multiple times by default. However, if there is only a single batching job, the index values will be treated like system- and scan job-dependent values.
  • If you select this option, batch job-dependent index values will be recorded in a different node (for an XML file) or a different row (for CSV and TSV files, and database tables). This does not apply when the connector is processing only one batch scanning job

Mapping index fields to fields in a database

This feature enables you to specify a database that will store index values entered at an eCopy-enabled device. You can map any type of Quick Connect index field to fields in an SQL, Access, or Oracle database. When a user enters values in mapped index fields, the connector profile stores the values in the associated database fields.

Note The connector profile stores all mapped index values in the target database as STRING data, regardless of the type of index field.

If you store scanned documents in a database and you want to create a relationship between the database fields where the documents are stored and the database fields where the index values are stored, make sure that one of the mapped index fields is of the type “File name”. Index fields of type “File name” automatically use the file name of the scanned document that is stored in the database destination.

Map index fields to fields in a database

  1. Select the Index file tab, click New, and then define each index field that you want to map.

  2. Under File format, select Database and then click Map Fields.

    The Configure data source window opens.

  3. If you have not yet configured a data source, configure it now.

    To use the current data source, proceed to step 4.

    If you do not want to use the current data source, click Modify to select a different data source. When the Select recent data source window opens, click New and follow the instructions for configuring a new data source.

  4. If you previously configured a data source, the Map index fields window opens, displaying the connection information.

  5. Via Select table name, select a table.

  6. Under Map fields, which displays the index fields you created, select the Quick Connect index field you want to map to a database field. You do not have to map all the Quick Connect fields.

    In the Database field column, which only displays fields of STRING data type, select the target field. The index values that the user at the device enters in the index fields will be stored in the database fields after the document is scanned.

  7. Click OK to save the settings and return to the Index file tab.

Configuring batch-based indexing

If you have the eCopy Barcode Recognition Service, you can use batch-based index values. Batch-based indexing enables you to create index files with separate barcode values for each batch by assigning a base name (Publishing Name) to the position of the barcode.

All Publishing Names also have batch information available for Quick Connect to use. Note that only the first value found per Publishing Name is published for the session.

For example, a document is divided into two batches. It begins with a page that contains three barcodes and is split by another page that also contains three barcodes. On both pages the barcodes follow the same sequence but have different values:

Batch-based indexing example

Barcode Number

Batch-based index value - Publishing Name

Index value, page 1

Index value, page 2

1

Document Number

1

2

2

Locator

4455

6677

3

Extension

1234

5678

The following diagram shows the four page document and how, after processing, the scanned document is stored with the correct index information.

To configure batch based indexing in Quick Connect:

  1. Select the Index file or File name tab.

  2. Click New.

    The relevant Field editor opens.

  3. Enter the Data Publishing name to receive the Published Key from the service. You can specify any name to the Name field. The Name field provides descriptive information for you.
  4. Select Batch-based index value as the Type, and click OK.
  5. Follow steps 2 through 4 above for each value that you want to use.
  6. Save the connector profile with the values.

When you configure a device and select this connector profile, you must then select the corresponding Service profile that you set up in the Barcode Recognition Service.

Quick Connect and Data Publishing

Quick Connect can read data published to a Data Publishing service by a connector. For example, a company can install a barcode recognition service and then use Quick Connect to access the barcode data that the service publishes.

The ShareScan administrator is responsible for the following tasks:

  • Install and configure the Service on the same computer as the eCopy Manager. For more information see the Help topic for the Service in question.

  • Work with the developer of the service, which may be available from eCopy or from a third party, to identify the data that the Service publishes and the names of the fields that will contain the published data. For example, assume that the document to be scanned contains barcodes. The service extracts data from the following barcode fields and publishes the data to a COM object:

    Barcode1, which contains a user name.

    Barcode2, which contains a date.

    Barcode3, which contains a company name.

    Barcode4, which contains a city.

  • Define Quick Connect index fields that reflect the names of the fields containing the published data. Using the example, the administrator must define index fields named Barcode1, Barcode2, Barcode3, and Barcode4.
  • Configure the Quick Connect index file.

When a user scans a document at an eCopy-enabled device, the Manager starts the installed Service. The Service creates the COM object and publishes data from the scanned document to the COM object. The Manager passes the COM object to Quick Connect, which searches the COM object for the configured field names. If Quick Connect finds a match, for example, if it finds a field named “Barcode1”, it reads the value in that field and writes the value over the default value in the “Barcode1” index field in the index file. Quick Connect then sends both the scanned image document and the index file to the target destination.