File importer 360

360° File Importer

User Guide

Copyright 2010 Software Innovation ASA.

Windows is a trademark of Microsoft Corporation. Information in this document is subject to change without notice and does not represent a commitment on the part

of Software Innovation ASA. Companies, names, and data used in examples herein are fictitious unless otherwise noted. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Software Innovation ASA. Software version: 4.0 SP6

Print date: 22.03.2010

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User Guide 360° File Importer Contents iii

Contents

File Importer 1

Automatic import ...................................................................................................................... 3 Apply settings ............................................................................................................................ 5 Print bar code divider sheets ...................................................................................................... 7 Print bar code divider sheets for attachments ............................................................................ 9 Organise and scan documents ................................................................................................. 11 Import scanned documents ...................................................................................................... 13 Import non-scanned files to 360° ............................................................................................ 15 Prepare mass import ................................................................................................................ 17 Running mass import ............................................................................................................... 19

Index 21

User Guide 360° File Importer File Importer 1

File Importer

This solution allows you to scan paper documents directly into 360°. You can scan different documents in the same pile, and 360° will direct them to the right location in the system using bar-coded divider sheets which you generate. You can generate bar code divider sheets for both documents and attachments.

In this context it is important to understand the terms of reference. Unlike physical paper documents, a document

in 360° is more like a filing card we link files to. These might be text files, spreadsheets, image files etc. When we scan paper documents they turn into files, which in turn are linked to selected documents in 360°. These documents have to exist before we start scanning.

The process itself involves several steps:

In 360° we first have to select or create the document(s) in question.

In File Importer we then have to print out bar code divider sheets for these documents.

We then organise the paper documents and dividers and scan these in a scanner.

Finally, we import the scanned files to the respective documents in 360°.

Note that, in addition to File Importer, you need a scanning application such as PixEdit from Techsoft as and a scanner.


Automatic import

Phase Comments Key/field

You can start the import of scanned files to run automatically. This is useful if the import is to be launched from another application or a script, or to run at minimum-

load times. In the latter case, SI.FILEIMPORTER.EXE needs to be launched by an application that can be configured to launch another application at a preset time.

Automatic import To set up automatic imports, run the

SI:FILEIMPORTER.EXE program using two parameters:

/<webserver name>

/importdir:<importdir>

/importdir is optional. If this is not specified, the Working folder default will be used. The two parameters must

be separated by a space.

Example of

automatic program launch:

An example of this type of automatic

program launch, either from a desktop icon or from another application might look like this:

C:\Programfiler\Software

Innovation\360\binc\SI.FileImpor

ter.exe" /150rd-gbqa01

/importdir:”C:\Data

SI\Fileimporter\Working”

Or, if the Working folder default is to

be used:

C:\Program

Files\FileImporter\SI.FileImport

er.exe /150rd-gbqa01

Verify import To verify that the files have been

correctly imported, you can search for the 360° documents they were to be linked to and check that they are all present and correct. If you are unsure of whether the import was successful, you can check the log file for details.

Click the button to view the log file.


Apply settings


Select settings Click the settings button. This brings up the File Importer Configuration

window.

Select folders In the Folders group, select the

folders which File Importer is to process. These folders may be held locally on the PC which File Importer is installed on.

Root folder is the main folder. It is

practical to organise the other folders under this one.

Working folder is the folder where

File Importer loads the files to be imported. This means that scanned

files need to be placed here. Select this folder in your scanning software as your ‟save to‟ folder.

If History folder is selected, the files

will be copied to this folder when they are imported to 360° so that you have a backup of them. ‟Working folder‟ can then be emptied and ready to receive

new scans.

Select Settings Enable Log import process… if you

want import data to be logged.

Enable Allow duplicate files… if you

want to allow files that already exist

for a document to be imported again.

Enable Remove imported files if you

want the files to be deleted from the Working folder after they have been imported. Applies only if the History folder is not used.

Select Enable mass import if you

want to use the mass import function. Select the 360° archive to be used,

and the separators to be used in the data file for importdata. In addition to separators, you can add start and stop characters for each data segment. A datasegment is typically a file with values.

In Main document label enter a text to appear on the main bar code divider sheets.

In Attachment label, enter a text to appear on the bar code divider sheets

for attachments. You can enter multiple texts, separated by semicolon, to choose from later.

Server settings Select the address of the current 360°

installation.

Complete

registration

Once you have finished, click OK to

save and quit.

6 File Importer User Guide 360° File Importer


Print bar code divider sheets


These bar-coded divider sheets tell File Importer which documents in 360° the scanned documents are to be imported to.

Note To print out divider sheets with bar codes, you need to have a bar code font installed.

Select function In File Importer, click the button to

create bar code divider sheets.

Search for

documents

To find the right documents in 360°,

you can:

Use a stored query,

or complete the search fields. This functions as in 360°.

Click the search button.

The documents come up in Document

List.

Select documents In Document List, double-click the documents you need and move them

down in the Selected documents list. The bar code divider sheet will be created for the documents in ‟Selected documents.

Print dividers Once you have finished, click the

Print bar code(s) to print out the divider sheets and quit.


Print bar code divider sheets for attachments


Note

To print divider sheets with bar codes, you need to have a bar code font installed.

These bar-coded divider sheets tell File Importer which documents in 360° the

scanned documents are to be imported to.

Remember that the bar code divider sheets for attachments („attachment bar codes‟)

are not linked to any particular document and can be reused several times over.

Select function In File Importer, click the button to

create attachment bar codes.

The Print attachment bar codes

window opens. Select how many bar code divider sheets to print and select the label to be printed on them (if you have set up multiple text options, see Apply settings (page 5)).

Print attachment bar codes

Once you have finished, click OK to print the attachment bar codes and quit.


Organise and scan documents


Add dividers Place the bar code divider sheet for the first 360° document at the top,

and then arrange all the paper documents belonging to this divider sheet underneath. If there is an attachment to the document, add a bar code divider sheet for attachments (‟attachment bar code‟) and then arrange the attachments underneath

this. Now add the bar code divider sheet for 360° document number two and the associated paper documents underneath this. Proceed in this way

until you have all the paper documents sorted by bar code divider sheets and any attachment bar code

sheets. Place this arrangement in the scanner and run the scan.

Initially, when scanned, the paper

documents under a barcode divider sheet will come out as a single file. Paper documents that come after an attachment bar code will turn into a separate file, but when you import it, it will be linked to the same 360°

documents the attachment is associated with.

Scan Place the pile of bar code divider

sheets and paper documents in the scanner and run the scan.


Import scanned documents


Select import folder If you want to import files from another directory than the Working

folder default you selected in Settings, click the explorer button to select a folder.

Start import Click the button that launches the

import process.

This brings up a window showing the progress of the import, and the status

of each file being imported.


Import non-scanned files to 360°


Search for documents

In the main window in File Importer, search for the required document(s) in

360°.

Use a stored query or the search fields. This functions as in 360°.

Click the search button. The

documents appear in the document list at the bottom of the window.

View a document‟s

document details

If you click on one of the documents in

the list, you will see the document details in the field on the right. Click the document number at the top of the window to see the document in 360°.

Select files You can now import files to the

document using drag‟n‟drop from Windows Explorer to the Document Files list. They will then appear in blue font in the list.

Upload Click the Upload file(s) button to

upload the new files to the document in 360°.

Once they have been uploaded to the

document in 360°, their color in the list will change to black.


Prepare mass import


With File Importer mass import you can automatically import a large number of files

that are on your computer. This import can either be started from a command line, or from the mass import window in File Importer. The import is controlled by two files, header.dat and index.dat.

The mass import function must be activated in the window „File Importer configuration‟. For more information see Apply settings (page 5).

The control file

header.dat

This file is usually only made once, and is the same for all import jobs. You can use a

text editor as for example Notepad to make it.

Note

Header.dat must be placed in the folder that is defined as File Importer‟s default working folder. For more information see Apply settings (page 5).

Header.dat is used to set up metadata for the documents, and contain one line:

”<DocumentKey>”,”Path>”,”<B>”,”[Document.Title]”

Note

The parameters are case sensitive! Enter the text exactly as it is above with all characters.

<DocumentKey> The key to the 360° document that the files are going to be

imported to. If this document not is in 360°, it will automatically be created. The key can for example be the document number.

<Path> Complete path to the files that are to be imported.

<B> Indocates whether the file shall be imported as an attachment or

a main document. The number 0 creates a main document, and -

1 creates an attachment.

[Document.Title] This parameter points to the metadata that shall be store don the

document card that is created. In this example it is the document‟s title, but several fields can be added. The syntax is [Document.<documentfield-metadata>].

The control file

index.dat

This is the file that contains the data for the files to be imported. In the same way as

for the header file this file also must be in the File Importer‟s default working folder. This must be a CSV (Comma Separated Values) file, and contain one line for each file

that shall be imported. The contents of these lines is determined by the line in header.dat (see above). Index.dat can for example be made using MS Excel (must be saved as a comma separated text file), or a text editor like Notepad.

Separator character The most usual separtor character is

comma, but you can set his in the window „File Importer configuration‟. You can also set start and stop

characters, for example quotation marks. Then this shall be in front of and behind the data sets for each file.

The files that are

imported

The files to be imported is put into File Importer‟s default working folder. A typically

index.dat might look like this, here with semicolon as separator:

08-72;BIF_from_DAN.txt;0;08-72_title

08-72; BIF_to_DAN.txt;0;08-72_title 08-72; BIF_to_SVE.txt;-1;08-72_title

With start and stop characters:

“08-72;BIF_from_DAN.txt;0;08-72_title”;” 08-72; BIF_to_DAN.txt;0;08-72_title”; …


Running mass import


The mass import can either be done from a command line, or from File Importer.

For setup and preparation for mass import see Apply settings (page 5) and Prepare

mass import (page 17).

Running from a

command line

Click on Windows‟ Start-button at the

bottom left on the screen, and select Run.

In the command line window og to the

folder where File Importer is and enter ”si.fileimporter /massimport” and press RETURN.

Running from File Importer

Click on the button for mass import.

You get a window where you select

the folder where the import files are.

Then you get the window „File import

process‟. Here the files to be imported are listed, and the import progression is displayed at the bottom of the

window.

View the logfile Click on the logfile button to see the

logfile for the import. This can be done

either you ran the import from a command line, or from File Importer.

User Guide 360° File Importer Index 21

Index

D

Documents

scan 11

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Scan documents 11

File importer 360

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Transcript of File importer 360