System Administrator Guide - dellemc.com · 2 System Administrator Guide Step 1: Install...

MaxRetriever™

The Easiest Way to Store and RetrieveComputer Reports and Documents

System Administrator Guide

Maximal Systems, Inc.15950 Bay Vista Drive, Suite 140Clearwater, FL 33760Phone: 727-539-7500Fax: 727-539-7414

Copyright © 1992-1999 Maximal Systems, Inc. All rights reserved.All Maximal Systems' products are trademarks or registered trademarks of Maximal Systems, Inc. Portions of the imagingtechnology of this product are copyrighted by Snowbound Software. Other brand and product names are trademarks orregistered trademarks of their respective holders.

Printed in the USA.

Revised: 11/5/99

Contents i

Contents

Chapter 1: Installing MaxRetriever 4.5.................................................. 1

Upgrading from a Beta or Demo Version of MaxRetriever................................... 1Upgrading from MaxDoc 3.77............................................................................... 1Upgrading from MaxRetriever 4.0 or 4.1 .............................................................. 1Step 1: Install MaxRetriever on the Server System............................................... 2Step 2: Install MaxRetriever On a Client Workstation ......................................... 2To Configure Client Workstations with Shortcuts:................................................ 3To Configure Client Workstations with the MaxViewer.exe:................................ 3Installing MaxRetriever 4.5 Frequently Asked Questions ..................................... 4Upgrade Procedures for MaxDoc 3.77 or greater................................................. 5Troubleshooting Form Overlay Problems.............................................................. 6

Sample 3.77 Application DEF File - TDIN001.DEF ..................................... 7

Chapter 2: Introduction .......................................................................... 9

What is MaxRetriever? .......................................................................................... 9MaxSetup........................................................................................................ 9MaxViewer ..................................................................................................... 9MaxProcess .................................................................................................... 9MaxSystem Monitor ....................................................................................... 9

Application Development Cycle.......................................................................... 11How Are Documents Organized? ........................................................................ 12

Applications.................................................................................................. 12File Folders................................................................................................... 13

Tank Applications................................................................................................ 13

Chapter 3: Creating a New Application................................................ 15

Overview ............................................................................................................. 15Steps .................................................................................................................... 15Analyze the Users’ Requirements........................................................................ 16Starting MaxSetup ............................................................................................... 16Define the Application......................................................................................... 17

Name ............................................................................................................ 17Code ............................................................................................................. 17

Application Code – Changes in Version 4.5 ........................................ 18Used in Production ....................................................................................... 18

ii System Administrator Guide

Import File Mask ................................................................................................. 19Source Document................................................................................................. 20

Creating the Input File Description .............................................................. 20Page By ........................................................................................................ 22

Adding a New Control Table ............................................................... 23Copying an Existing Control Table...................................................... 26Deleting a Control Table...................................................................... 26

Displaying a Document Page........................................................................ 28Toolbar Buttons............................................................................................ 29

Chapter 4: Extracting the Data ............................................................ 31

Regions ................................................................................................................ 31Signatures ..................................................................................................... 32Fields ............................................................................................................ 32

Database and Index Options ................................................................................ 32Logical Documents .............................................................................................. 33

Regions......................................................................................................... 33Defining a Region ................................................................................ 33Editing a Region .................................................................................. 34Deleting a Region ................................................................................ 34

Region Signatures......................................................................................... 35Defining a Signature ............................................................................ 35Wild Card Characters........................................................................... 36Editing a Signature............................................................................... 37Deleting a Signature............................................................................. 37

Fields ............................................................................................................ 38Defining a Field ................................................................................... 38Modifying Field Order ......................................................................... 41Editing a Field...................................................................................... 41Deleting a Field.................................................................................... 41

Data Dictionary ............................................................................................ 42Adding Data Dictionary Entries........................................................... 42Editing a Data Dictionary Entry........................................................... 43Deleting a Data Dictionary Entry......................................................... 44

Chapter 5: Processing the Application............................................... 45

Processing the Application .................................................................................. 45

Chapter 6: Viewing the Application Using MaxViewer ...................... 47

Database Retrievals ............................................................................................. 47

Chapter 7: Modifying a Non-Production Application......................... 49

Modifying an Application Definition ........................................................... 49Deleting a Non-Production Application .............................................................. 49

Contents iii

Chapter 8: Enhancing the Application – Using Tank Files ................ 51

Overview ............................................................................................................. 51Tank Application Development Process.............................................................. 52Defining a Tank File Sub-Application................................................................. 53Defining a Tank File Application ........................................................................ 53

Defining a Region......................................................................................... 54Defining a Region Signature......................................................................... 55Defining an Application Signature ............................................................... 55

Chapter 9: Enhancing the Application – Using Form Overlays ......... 57

Overview ............................................................................................................. 57Supported Graphical File Formats....................................................................... 57Overlay Recommendations .................................................................................. 57Forms Library ...................................................................................................... 58

Adding a Form.............................................................................................. 58Modifying a Form......................................................................................... 60Deleting a Form............................................................................................ 60Adding a Form to an Application ................................................................. 60Removing a Form from an Application ........................................................ 62

Chapter 10: MaxProcess ...................................................................... 63

Overview ............................................................................................................. 63Backup of MaxDataPath before Import............................................................... 63MaxProcess Command Line Parameters ............................................................. 63Moving a Standard Application into Production ................................................. 64Revising a Production Application ...................................................................... 65Non-Production Applications .............................................................................. 65

Revising a Non-Production Application....................................................... 65Production Applications ...................................................................................... 66Revising a Production Application ...................................................................... 66

Features You Can Change ............................................................................ 66To Revise an Application .................................................................................... 67Application Features That You Cannot Change When an Application Is InProduction ........................................................................................................... 67

Application Features You Cannot Change ........................................... 67Modifying Field Characteristics Using Visual FoxPro ................................. 68

Moving a Tank File Application into Production ................................................ 69Compressed File Naming..................................................................................... 69Verification of Log .............................................................................................. 70.PND Files ........................................................................................................... 71Import Troubleshooting....................................................................................... 71

Unable to Find Import Data File................................................................... 71Duplicate Process ......................................................................................... 72Incomplete Import ........................................................................................ 72

iv System Administrator Guide

Chapter 11: Enhancing the Application – Using File Folders............ 73

Overview ............................................................................................................. 73Defining File Folders........................................................................................... 73

Defining File Folder Fields........................................................................... 74Direct Lookup ...................................................................................... 75Link Lookup......................................................................................... 76

Editing File Folder Fields ............................................................................. 77Deleting File Folder Fields ........................................................................... 77

Chapter 12: Automating the MaxRetriever Process .......................... 79

Overview ............................................................................................................. 79MaxSystem Monitor Command Line Parameters ................................................ 79Import File Naming ............................................................................................. 79Running MaxSystem Monitor.............................................................................. 80

Setting the Command Line Parameters......................................................... 81Setting the MaxSystem Monitor Properties .................................................. 81

Chapter 13: Storing Your Data.............................................................. 83

Overview ............................................................................................................. 83MaxOptical .......................................................................................................... 84Archiving to Optical ............................................................................................ 84MaxCDRom......................................................................................................... 85Archiving to CD-ROM ........................................................................................ 85MaxJukebox ........................................................................................................ 85HSM Integration .................................................................................................. 86

Appendix A: Hardware Requirements................................................. 89

Computer Output to Laser Disc ........................................................................... 89Import Server Requirements......................................................................... 89

Minimum Hardware Configuration - Low Volume – Less than 100,000pages/month ......................................................................................... 89Recommended Hardware Configuration - Moderate Volume – 100,000to 250,000 pages/month. ...................................................................... 90Recommended Hardware Configuration - High Volume – Greater than250,000 pages/month ........................................................................... 90

Workstation Requirements ........................................................................... 90Minimum Hardware Configuration...................................................... 90Recommended Hardware Configuration.............................................. 90

Appendix B: MAXRTVR.INI File Settings ............................................ 91

MAXRTVR.INI File ........................................................................................... 91Additional INI File Entries .................................................................................. 92

Contents v

Appendix C: MaxViewer Command Line Parameters........................ 93

Appendix D: MaxRetriever Utilities ..................................................... 94

Compressed File Export ...................................................................................... 94Compressed File Purge ........................................................................................ 94Database Export................................................................................................... 94

Appendix E: Optional Command Line Parameters ............................ 95

MaxSetup Command Line Parameters................................................................. 95

Index ....................................................................................................... 97

Chapter 1: Installing MaxRetriever 4.5 1

Chapter 1: Installing MaxRetriever4.5

Upgrading from a Beta or Demo Version ofMaxRetriever

If you previously installed the MaxRetriever demo and/or beta software, delete the software,and delete the Maxrtvr.ini and Maxviewer.ini files from your Windows directory. Do notinstall MaxRetriever over any demo or beta software.

Upgrading from MaxDoc 3.77

To upgrade to MaxRetriever 4.5 from MaxDOC 3.77, follow the instructions in the sectionentitled Upgrade Procedures for MaxDoc 3.77.

Upgrading from MaxRetriever 4.0 or 4.1

There are no special considerations when upgrading from MaxRetriever 4.0 or 4.1 toMaxRetriever 4.5 . Simply follow the installation procedure described below. Whenprompted for a location to install MaxRetriever, choose the location of your previous version.If you have applications in your data directory, they will be preserved.

2 System Administrator Guide

Step 1: Install MaxRetriever on the Server System

1 Run the Setup.exe from the MaxRetriever installation folder.MaxRetriever will prepare the computer for the installation by copying necessaryfiles and creating the Data and Setup directories.

2 Locate the Setup.exe in your MaxRetriever directory.

3 Launch Setup.exe in your MaxRetriever directory and follow the on-screeninstructions to install the program files.

4 When you are prompted for a setup type, choose Custom. This will install all ofthe MaxRetriever components.

5 Re-start your computer after the installation is complete.

If you are running MaxRetriever on a stand-alone system, your installation is complete.If there are other users accessing MaxRetriever applications, follow the steps below toinstall MaxRetriever on the client workstations.

Step 2: Install MaxRetriever On a Client WorkstationThere are two ways to install MaxRetriever 4.5 on a client workstation. The first is to createshortcuts that point to the MaxView32.exe, on the server. The advantage of this method is that youhave only one maxrtvr.ini file and it is located on the Server system. Thus, MaxRetriever systemmaintenance is greatly simplified.

The second method is to install the full MaxView32.exe on each of the client workstations. Youmust then have a maxrtvr.ini file on each of your client workstations, and the maxretrvr.ini filesmust point to the correct MaxRetriever directory paths.


To Configure Client Workstations with Shortcuts:

1 On the Windows desktop, click Network Neighborhood.

2 Select the server on which MaxRetriever has been installed and locate theMaxView32.exe file.

3 Right click on MaxView32.exe and select Create a Shortcut.

4 Drag the shortcut to the Client desktop.

5 Repeat these steps for each client workstation.

To Configure Client Workstations with theMaxViewer.exe:

1 Run the Setup.exe from the MaxRetriever installation folder.MaxRetriever will prepare the computer for the installation by copying necessaryfiles.

2 When you are prompted for a destination, choose your client workstation. Whenyou are prompted for an installation type, select Upgrade

3 You will be asked to locate a Maxrtvr.ini. Choose the Maxrtvr.ini on yourServer system.

4 Run the Setup.exe in the MaxRetriever directory on your client workstation.

5 Follow the on-screen instructions to install the program files.

6 When you are prompted for a setup type, choose Typical. This will install onlythe MaxViewer component of the software.

7 After the installation is complete, re-start your computer.

8 Repeat these steps for each client workstation.


Installing MaxRetriever 4.5Frequently Asked Questions

Question: I ran setup.exe from the MaxRetriever disk, but it didn’t install the software.What’s going on?

Answer: Running setup.exe from the disk, prepares the computer for installation, it does notinstall the MaxRetriever software. To install the software, run the setup.exe in yourMaxRetriever directory.

Question: I ran the setup program, but only MaxViewer was installed. What happened?

Answer: You chose Typical install. Typical only installs MaxViewer. To install allMaxRetriever components, select Custom Install.

Question: Why do I need to re-start my computer after installing MaxRetriever?

MaxRetriever 4.5 installs new versions of Microsoft DLLs. While you are running Windows,the DLLs are in use, so the new DLLs are copied to a temporary directory. When Windowsrestarts, it looks in the temporary directory for new dlls, and then installs them.

Question: How do I install MaxRetriever 4.5 over a network?

While each network situation is unique, the basic process is to install all components to theServer and create shortcuts on the client desktops. For more information, see InstallingMaxRetriever 4.5 Over a Network.


Upgrade Procedures for MaxDoc 3.77 orgreater

1 Follow the steps above to install MaxRetriever 4.5 When prompted for adestination directory, choose Maxrtvr or a directory of your choosing. Do notinstall MaxRetriever into the MaxDoc directory.

2 Complete the MaxRetriever System Administrator Tutorial to familiarizeyourself with the changes to MaxSetup and MaxViewer.

3 Backup your old MaxPath (MaxDoc) directory.

4 Disable MaxSystem Monitor in MaxDoc.

5 Freeze your MaxDoc system. Do not make any changes or add any newapplications to MaxDoc. Do not perform any processing or add any notes.

6 Copy the definition files from your old MaxPath (MaxDoc) to your newMaxPath (Maxrtvr) directory. The definition files that need to be copied are:Control.def, Datadict.def, Input.def, Maxdoc*.def (There may be multiplemaxdoc.def files. Copy them all.)

7 Copy the form overlay files from your old MaxPath (MaxDoc) to your newMaxPath (Maxrtvr) directory. The form overlay files are the image files thatMaxViewer uses. These files have extensions of .bmp or .tif.

Note: MaxRetriever 4.5 does not support TIFF files with .LZW compressions.In order to use your images with MaxRetriever 4.5, you must convert them to aPNG or BMP format.

8 Copy all the files residing in your old MaxDoc Setup and Data directories toyour new Maxrtvr Setup and Data directories.

9 View your MaxDoc.ini file and note any special settings, such as optical,jukebox, notespath, etc. Make certain that these entries appear in your newMaxrtvr.ini file.

10 Launch MaxViewer 4.5 and open each application, using the Revise feature.


11 Verify the application. MaxRetriever 3.77 applications should appear the samein MaxRetriever 4.5.

12 If an application has a form, add the form to the forms library and select the formin the application.

13 In the Application Definition box, click on Used in Production. Process theapplication revision in MaxProcess.

Troubleshooting Form Overlay Problems

1 When you open a MaxRetriever 3.77 application in MaxViewer 4.5, you may find thatthe form overlay is missing. If this happens, follow the steps below to correct theproblem.

2 Verify that the form overlay resides in the MaxRetriever path. If the form overlay fileis not there, copy it there.

3 Caution: Do not modify your application definition files, except as instructed below.

4 Open your application definition file (for example, TDIN001.DEF) using a text editor.

5 Verify that the file name of the form overlay has a file name extension (.BMP, .TIF,etc.)

6 If the form overlay file does not have an extension, change the file properties for theapplication definition file to read-only and add an extension to the overlay file name.

7 Close the definition file, and reset the application definition file properties to read-only.The layout of the application definition file is described below.

Note: You must add the filename extension to each application definition file, including allrevision definition files.

If the above steps do not correct all problems with your overlay, please call TechnicalSupport.

7

Sample 3.77 Application DEF File - TDIN001.DEF

"TopDog Invoices" Application name

1, 64.0, 80.0 Orientation(1=portrait, 2=landscape),form rows, form columns

"tdinvoic.tif" Form overlay filename

0.0, 0.0 Text offset rows, text offset columns

100, 132, 4 Page rows, page columns, # of field definitions

"Invoice Number","INVNUM",6,1,6,"Invoice","Number"

"Customer Number","CUSTNUM",5,1,5,"Customer ","Number"

"Customer Name","CUSTNAME",25,1,25,"Customer ","Name"

"Invoice Date","INVDATE",8,1,8,"Invoice","Date"

Chapter 2: Introduction 9

Chapter 2: Introduction

What is MaxRetriever?

MaxRetriever is a family of products used to create and manage a document database.Documents in the database are typically forms and reports, such as invoices, purchase orders,and financial statements.

The documents originate from your company’s primary computer system. They are thenexported to MaxRetriever as print files. After your application is set up, MaxProcesscompresses your data and builds a related database and index.

MaxSetup

MaxSetup allows you to define new Applications for MaxRetriever, using a simple point andclick interface. You use MaxSetup to specify document paging, and to define fields forsearching.

MaxViewer

MaxViewer is the document retrieval component of MaxRetriever. MaxViewer allows you toretrieve, view, print or export documents contained in your database.

MaxProcess

MaxProcess compresses your data and builds a related database and index table.

MaxSystem Monitor

MaxSystem Monitor automates MaxProcess. It resides in the background, watching for newfiles to be written to the MaxRetriever import directory.


Application Development Cycle

1.

2.

3.

1.

2.

3.

1.

Create and Test Your ApplicationSystem Administrator - MaxSetup

Copy data file to the MaxRetriever Setup Import Path(default is Maxrtvr\Setup\Import)

Name and define a new application. - Set the input pagingdefinition, regions, signatures, fields.

Process the application in test environment.

Put Application Into ProductionSystem Administrator - MaxProcess

Set the production switch in the application definition box(MaxSetup).

Copy data file to the MaxRetriever Data Import path(default is Maxrtvr\Data\Import).

Process the application using MaxProcess.

Retrievdataba

Access DocumentsEnd User - MaxViewer

e, view, print, or export documents contained in yourse.


How Are Documents Organized?

Documents in your MaxRetriever system are organized in three ways: using applications,using file folders or using tank applications.

Applications

Applications provide access to one type of document using one or more input files. Forexample, an invoice application provides access to a company’s invoices.


File Folders

File Folders present documents from multiple applications, linked by the common datawithin them. For example, you may have separate applications such as invoices, creditsmemos, and statements. You could join these applications by customer number within onefile folder.

Tank Applications

Tank Applications provide access to multiple document types using a single input file. Forexample, you may have invoices, credit memos and statements in one large, data file. TankApplications enable you to access these document types as separate applications.

Chapter 3: Creating a New Application 15

Chapter 3: Creating a NewApplication

Overview

• The input files are print files from your company’s internal businesssystems.

• In addition to user data, the files may contain codes that tell the printer howto format the page.

• You can use the controls to tell MaxRetriever how to format the page anddisplay it on the screen.

• You can also define fields so that users can find specific data in a document(s).

Steps

1 Analyze the users’ requirements.

2 Start MaxSetup

3 Open a new application

4 Establish the input paging definition and the fields

5 View the document in the test environment.


Analyze the Users’ Requirements

The report analysis is best derived from discussions with end-users. They need to define theirretrieval requirements. What information is necessary to perform the retrieval? Whatinformation would be useful on the Summary List?

You may index one or all of the fields contained on the Summary List. However, the moreindexes you define, the larger the database will be. The optimal number of indexes balancessystem overhead with the amount of information necessary to meet the users’ retrieval needs.

Starting MaxSetup

Before you start MaxSetup, you must copy a sample of the document data you wish to setupinto the MaxSetupImportPath as defined in your MAXRTVR.INI file.

Note: The maximum import data file size is 2 gigabytes.

To start MaxSetup, click the Start button in the lower left of your screen. ChooseMaxSetup.exe from the Program menu.

The following window will be displayed.


Define the Application

To begin defining an application, on the File Menu, select New Application. The ApplicationDefinition box is displayed.

N

Tc

C

Tdm

Import Fil

Name

Used In Production Box
Code
ame

he Name box contains the name of the new Application. This field can contain up to 25haracters. Name must be unique to this Application.

ode

he Code box contains the Application Code. The Code is used to name the Applicationirectory where MaxRetriever will store the document database and imported data. The Codeust be unique to this Application.

e Mask


Application Code – Changes in Version 4.5

In previous versions of MaxRetriever, the Application Code was limited to four characters.This limitation no longer exists.

Caution: Carefully enter the Name and Code. Once you click OK and leave this dialog, youcannot modify either entry.

Used in Production

Do not select Used in Production until you have finalized the setup and are prepared to putthe Application into production.


Import File Mask

The Import File Mask specifies the format of your data input file name so that MaxRetriever canlocate the file for use in processing. The Import File Mask must follow the pattern of the input filename.

In previous versions of MaxRetriever, the import file mask was limited to four characters. Theinput file name was limited to eight characters, with a three character extension. MaxRetriever 4.5no longer has a limitation on the number of characters that can be used in the Import File Maskentry.

In addition, MaxRetriever 4.5 now supports the ? and * wildcard characters in the Import FileMask entry. The ? is used to denote a single wildcard character in the file name. The * characteris used to denote an undetermined number of characters. The mask always assumes a .datextension.


Source Document

Page Size, Width, Height, CPI (Characters Per Inch), and LPI (Lines Per Inch) shouldcorrespond to the attributes of your original document. If you will be using a Form Overlaywith this Application, you must verify that CPI and LPI are correct.

Creating the Input File Description

When you click the New Description button from the Application Definition dialog, the InputPaging Definition dialog is displayed.

Input Description is a meaningful description of the input file. This field can contain amaximum of 50 characters.

Caution: Carefully enter the Input Description. Once you click OK and leave this dialog,you cannot modify your entry.

Input Record Length is the total length of the input record excluding control characters. Themaximum value for this field is 512.

Maximum Lines per Page is the maximum number of lines allowed before a new page begins.The maximum value for this field is 300. This field is used by MaxSetup to prevent pagingerrors. MaxSetup will display a warning message if this setting is exceeded. However,MaxRetriever will include this number of lines for each page of your document in


MaxViewer. To avoid excessive blank lines in your document, this number should beaccurate.

Note: Typically, reports printed at 6 lines per inch have a maximum lines per page of 66,while reports printed at 8 lines per inch have a maximum of 88.

Discard Chars allows the import to ignore a designated number of leading or trailingcharacters on each line, excluding the control characters. The maximum value for this field isthe length of one line.

Clicking Input File Header signals the presence of a header. You will also need to designatethe Length of the header. Length may be specified in lines, pages, or bytes.

The First File Only box indicates that the header is found only at the beginning of the firstfile when you are importing multiple files into a single Application.

EBCDIC allows a fixed length EBCDIC input file to be converted to ASCII format. WhenEBCDIC is selected, you may only select Control Table or Line Count for the pagingfunction control.

Activating Strip Lines Containing and entering a value in the box causes MaxRetriever toignore all lines in the input file containing that value.


Page By

You need to tell MaxRetriever how to divide your input file into pages. There are 5 ways tocontrol paging in MaxRetriever:

1 Page Signature

2 Line Count

3 Control Table

4 ASCII Form Feed

5 COLD File

Page By defines the paging function control.

Page SignaturePage Signature allows you to identify a page break by a constant or by a pattern. A constantvalue is a value whose characters and position on the page does not change. For example, ifthe word PAGE appeared at the top of each page, you could use the constant “PAGE” as theSignature.

A pattern, on the other hand, is a value whose characters change, but whose basic formatremains the same. An example of this would be a date field. It will not always contain thesame value, but you always know the pattern of the data (for example, ##/##/##). You usewildcard characters to designate the pattern. For a list of wildcard characters, see the SystemAdministrator User Guide.

Line CountLine Count permits a specified number of lines and then begins the next page.

Control TableA Control Table allows you to assign certain functions (such as top of form) to control characters thatappear in your input data file.


ASCII Form FeedSearches for the ASCII form feed (hex 0C), then begins a new page. Each line must end with a carriagereturn and line feed pair (hex 0D0A) or a carriage return (hex 0D).

COLD FileGives you the option of reading a compressed MaxRetriever file.

Control TablesIn order to define the Carriage Control in MaxSetup, you will need a working knowledge ofCarriage Control types, control code meanings, and possible options. You must also knowthe print format of the report when it comes off your host computer.

Adding a New Control Table

To establish a new carriage Control Table, click the Control Table button and New Table.The Control Table dialog will be displayed.

If there is an existing Control Table containing most of the codes needed for yourApplication, you can copy that table during the creation of the new table. Refer to Copyingan Existing Control Table.

Set the Column and Width according to the location of the control characters in the input file.Click Read Input and the following dialog will be displayed.


From here you can specify which file to search for control characters. Select the appropriatefile and click OK. MaxSetup will read the data from the import file and build a list of thecontrol codes found. The Lines Read box will display the number of import recordsexamined, while the Codes Found box will display the number of control codes found. Whenyou believe enough records have been read to find all the control codes, you can click Stop,rather than waiting for MaxSetup to read the entire file. The Control Table dialog ispresented again with a listing of the control codes that MaxSetup found in the input file.

After viewing the control codes found, you may determine that you specified an incorrectColumn location or Width of the control codes. If so, you can modify the column and/orwidth setting, click Read Input and re-fill the table. The Control Table dialog will thendisplay the latest codes that were found.

Once you believe that the Control Table is complete, select (click) each control codeindividually, and specify the Action that will take place as MaxRetriever encounters eachcode in the input file.


The possible Actions are:

• Do Not Advance - Output the current line and remain positioned at thebeginning of that line in the output.

• Ignore Code - Output the current line and advance to the next line of theoutput.

• Skip Lines - Skip the specified number of lines in the output.

• Skip Text - Do not output the current line. Advance to the next line ofthe output.

• Skip To Line - Skip to a specific line of the output.

For example: If the pointer is positioned at line 40 of the output and theSkip To Line specifies line 20, the pointer will move to line 20 of thenext page.

• Toggle Print Sequence - Reverses the function of Print Before and PrintAfter.

• Top of Form - Begin a new form. Action can occur before the outputline is written, after the output line is written, or without writing theoutput line.

If the Action you choose is Skip Lines, Skip To Line, or Top of Form, you may elect toperform the action before the output line is written (Print Before Action), after the output lineis written (Print After Action), or without writing the output line (Do Not Print).

Click Save As and name the new Control Table. The Control Table name can contain up to25 characters. Click OK.

When the Control Table is defined and saved, click OK to return to the Input PagingDefinition dialog. The new Control Table name will appear in the Table Name box.

Once the Input Paging Description is complete, click OK to return to the ApplicationDefinition dialog. The new Input File Description will appear in the box.


When the information on this dialog is complete, click OK to view the input file with thedefinitions you created.

Note: If after viewing the first page of the document, you see that the Control Table needs tobe updated, access the Application Definition box, by double-clicking anywhere on the whitearea of your screen. In the Application Definition box, click the View button, and then selectthe View Table button. This will allow you to modify your Control Table definition.

Copying an Existing Control Table

If you have an existing Control Table that closely resembles the one that you need to define,you may load the codes from the existing table into a new table, make the necessary changes,and save the table with a new name.

From the Control Table dialog, click the Load button. The following dialog will bedisplayed.

Select a previously defined Carriage Control Table and click OK. Make the desired changesand click Save As to name the new Control Table.

Deleting a Control Table

You must have an open Application before you can delete a Control Table. At that point,select CarriageControl...Delete from the menu bar. The following dialog is presented.


Select (highlight) the Control Table you wish to delete and click the Delete button.

Caution: Before you delete a Control Table, verify that it is not being used by anyApplications.


Displaying a Document Page

When you have finished the Application Definition and Input Paging Description, the firstpage of the input file is displayed.

Verify that the pages match a printed copy of the document. Use the Next Page and PreviousPage buttons on the toolbar to verify that you have properly defined Top of Form.

If the paging is not correct, you can edit the input definition by selecting Edit...InputDefinition from the menu bar. You can also edit the input definition by double clickinganywhere on the page to access the Application Definition dialog, and then clicking ViewDescription.

If you continue to have trouble with the paging definition, it may help to take a look at yourinput file. You can do this by selecting View...Input File from the menu bar. Use the pagingbuttons to move through the file. When you are finished, enter Q or X to return to MaxSetup.


Toolbar Buttons

Notice the toolbar buttons available across the top of the Application window.

At the bottom of the window a status bar is presented. The left side of the status bar showsthe number of the page that is being viewed, and the location of the cursor in rows andcolumns.

First Page

Previous Page

Go To SpecificPage

Next Page

Last Page

Enable Cursoras Pointer

Define a Region

Define a Signature

Define a Field

Go To DataDictionary

Go To FormsLibrary

Chapter 4: Extracting the Data 31

Chapter 4: Extracting the Data

Typical reports include a “header” area and a “detail” area. Some reports may also contain a“footer” area.

• Header - Information that is constant for each page of the document. The data ineach page header may not be the same, but the placement and type of data willtypically be the same. Examples of such data are report dates, report titles,customer names and addresses, or invoice numbers.

• Detail - Multiple lines of similar information. For example, on an invoice, thedetail may contain an individual line for each item that was ordered.

• Footer - Information that occurs once per page or once per document. Forexample, report totals or invoice totals.

Regions

For each Application, MaxSetup allows you to define the Regions which comprise yourdocument. MaxSetup considers Regions to be one or more lines of fixed format print areasthat contain data you wish to examine during queries. For example, in the precedingdocument, you could define the header, detail, and footer areas as Regions.


Signatures

MaxRetriever determines region placement using Signatures. A Signature is one or moreconstant values or patterns, in a fixed location on a document, which can uniquely identify aRegion. In the previous document, you could define the pattern of the Invoice Date as aSignature. Invoice Date makes a good Signature because it will always be printed at the sameposition on each page of the document and it has an identifiable pattern.

Fields

Using MaxSetup, you will define fields within each Region that represent specific data withinthe document. In the header Region, Customer Number, Ship Date, Invoice Date, InvoiceNumber, and Customer Name are all useful fields to define because they contain informationyou might use to qualify database searches. MaxViewer's Locate dialog will list each fieldthat you define in MaxSetup. From this Locate dialog, you can enter comparison data to limityour document retrieval.

Database and Index Options

MaxSetup allows three types of field definitions:

1. Index-only Fields - Fields frequently used for retrieval, but that the end-users donot need to view on the MaxViewer Summary List. Fields that occur more thanonce per document page are frequently defined as index-only.

2. Summary-only Fields - Fields that the end-users want to view on the MaxViewerSummary List, but that do not need indexing to speed retrieval. Use these fieldsto filter the documents found during indexed queries. Fields that occur insummary or total regions, i.e. invoice total, are frequently defined as summary-only.

3. Summary and Indexed Fields - Fields that the end-users wish to view on theMaxViewer Summary List, and that also need indexing to speed retrieval. Thesefields generally occur once per document page and are frequently found in theheader region of the document. However, in some cases, data that occurs morethan once per page may also need to be defined as summary and indexed. Forexample, although the account number in a general ledger report may occurmore than once per page, you might still define this as a summary and indexedfield in order for the users to view each account number on the MaxViewerSummary List.


Logical Documents

Reports stored by MaxRetriever may consist of hundreds, thousands, or even millions ofpages of detail. In order to simplify retrieval, MaxRetriever can segment a report into sub-documents according to the fields that are included on the Summary List. For example, adetailed general ledger report might consist of hundreds of account numbers. If you includethe account number field on the Summary List, MaxViewer will consider each accountnumber’s activity a separate document, even though it shares physical pages with otheraccount numbers. MaxRetriever operates on the assumption that when data in a summaryfield changes within one page of a report, or from one page of a report to the next, thisindicates the presence of a new document. We refer to this view of the report as a “logicaldocument”.

In the following example, the account number and account description are defined assummary level fields. This allows the user to perform a search (or Locate) based on the datain these fields. When searching for account number 1011-100, MaxRetriever returns allpages of the general ledger report that contain that account number.

The Summary List at the top displays the summary level fields for each account number thatmeets the search criteria. It also displays the number of pages of the report that contain thedetail for a given account number.

Regions

MaxSetup considers Regions to be one or more lines of fixed format print areas.

Defining a Region

To begin, you must define the Regions of your document. A Region can include one or morelines. It can consist of once-per-page data such as a header, or many-per-page data such asline item detail in a report. Fields and Signatures can only be defined within the bounds of aRegion.

MaxSetup allows you to define one or more regions, based on the end-user’s retrievalrequirements. If only header data will be used for retrieval, then only one Region will need tobe defined. If data in both the header and footer of the document will be used for retrieval,then both Regions will need to be defined. If header, footer, and detail, or multiple detaillines, contain data that the user will need for retrieval, then each of these Regions must bedefined.


To define a Region, click the Region button on the toolbar. Next, click anywhere on the firstline of the report within the Region that you are defining. If the Region contains more thanone line, click and hold the left mouse button and drag the mouse pointer straight down,stopping at the last line of the Region being defined. It is not necessary to drag the pointeracross the width of the Region. The entire width of the input line is included in the Regiondefinition.

The Region Definition dialog will be displayed. Name the Region and verify that the numberof rows selected is correct. The Region name can contain a maximum of 50 characters. IfRows is not correct, you can edit it manually. If the Region can occur more than once on eachpage of your document, un-check Once Per Page.

Note: Region names are for your reference only. They are not visible to the end-user.

When you have finished defining the Region, click OK. The new Region will now behighlighted in cyan.

Editing a Region

To edit a Region definition, double click anywhere in that Region, make the desired changes,and click OK. Or, select Edit...Region from the menu bar and select the appropriate Regionfrom the list. Click OK once you complete the change, then click Close to return to the mainMaxSetup window.

Deleting a Region

To delete a Region, select Edit...Region from the menu bar. Select (click) the Region youwant to delete from the list and click Delete. You will be prompted for a confirmation.When the Region is deleted, click Close to return to the main MaxSetup window.

Note: When you delete a Region, all Signatures and Fields defined for that Region will alsobe deleted.


Region Signatures

A Signature is one or more constant values or patterns, in a fixed location on a document,which can uniquely identify a Region.

Defining a Signature

Regions are assumed to be in a fixed location in the input file. However, that is not alwaysthe case. To ensure that MaxRetriever can properly locate each region, you need to defineSignatures. Signatures verify that the data found in the input file correlates to the data thatwas expected.

Signatures should reference data that occurs at a consistent position in each record of theinput file. Even if the data is not exactly where you expect it to be, MaxRetriever should beable to locate it based on the characteristics of the Signatures you define. To be located, thedata does not need to be exactly the same for each record, but it must be identifiable usingpattern matching. You may define up to three Signatures per Region to ensure that theRegion will be properly located.

To define a Signature, click the Signature button. Point to the first character of the Signaturefield, click and hold the left mouse button, and drag the mouse pointer straight across the rowto the last character of the Signature to be defined.

Note: Signatures can only contain data from one row and their length is constrained only bythe length of the row.

The Region Signature dialog will be displayed specifying the Row Position and ColumnPosition of the first character of the Signature.

There are two types of Signatures: constant and pattern matching. If a constant value alwaysoccurs at the same location in your document, you can use all or part of it as a Signature. An


example of this is a “PAGE” label. If a data pattern always occurs at the same location inyour document, you can use all or part of it as a Signature. An example of this is a date field.It will not always contain the same value, but you will always know the pattern of the data(for example, ##/##/##).

Minimum Match specifies the minimum number of characters that must match the definedSignature. MaxRetriever makes the comparison successively, and when the first non-match isfound, the comparison ceases.

Checking Search from Right will cause MaxRetriever to right justify the Signature data andbegin the matching process from the right. The Minimum Match and Search from Rightfields are the most useful when they are used together. For example, in a field that containsdollar amounts, you could define the Signature as ###,###.## with a Minimum Match of 3and Search from Right selected.

When you have finished defining the Signature, click OK. The Signature will now behighlighted in red.

To view all the data that matches your Signature definitions, select View...Signatures...Repeated Regions from the menu bar. This will highlight all occurrences of each Signatureon each page. To verify your Signature(s), page through the file. If data that you did notexpect is highlighted as a Signature, or, if data that you did expect is not highlighted as aSignature, double click the Signature area to edit its definition.

Wild Card Characters

You can use wild card characters to specify a pattern Signature. There are four wild cardcharacters that you can substitute into the Signature for comparison to the input data:

1. # matches a numeric character.

2. @ matches an alpha character.

3. ~ matches an alphanumeric character.

4. ^ matches anything (including blanks).

Report dates are frequently good fields to use for Signatures. The Signature definition for adate field could look like “##/##/##”. Or, in the case of a Customer Name, you could replaceeach alpha character with the wild card “@”.


Editing a Signature

To modify a Signature, double click within the Signature, make any desired changes, andclose the Region Signature dialog. Or, select Edit...Region from the menu bar and doubleclick the appropriate Signature in the list.

Deleting a Signature

To delete a Signature, select Edit...Region from the menu bar. Now select the appropriateSignature from the list and click Delete. You will be prompted for a confirmation.


Fields

Within a Region you may define Fields which represent specific data on the document. In theheader Region, Customer PO Number, Customer Number, Ship Date, Invoice Date, InvoiceNumber, and Customer Name are all useful Fields to define because they contain informationyou might use to qualify database searches.

Defining a Field

The values contained in defined Fields will be used to retrieve documents from your database.The Field data may also be displayed on the Summary List in MaxViewer.

Note: Fields can only be defined within the bounds of a Region and can contain data fromonly one row. The maximum length of a Field is 254.

To define a summary or index field, click the Field button and point at the first character ofthe field. Click and hold the left mouse button, and drag the mouse pointer straight across therow to the last character of the field.

The Field definition dialog will be displayed.

Region Name is the name of the Region containing the field.

The Field Location defines the exact location and size of the field. MaxSetup enters thesettings for Row, Column, and Field Length automatically, but you may change them.


The Search Length may be defined larger than the field length. This is useful if you have afloating field and the data can be contained anywhere in the field. The data may always havea specific length, but you don’t know exactly where the data will be located within the field.If you then specify a Search Length greater than the Field Length, MaxSetup can remove anyleading and trailing spaces and store only the data that is of interest.


Check Strip Interior Spaces if you need all interior spaces removed from the data in a fieldbefore it is stored. For example, European zip codes frequently contain an inconsistent use ofspaces. Checking the Strip Interior Spaces field will cause all spaces to be removed from thedata before storing it. However, when performing a Locate against this field, the user mustalso enter the comparison data without spaces.

Note: If spaces have been stripped from a Field, and later a Locate is performed on thatField, MaxRetriever will locate the document, but Hit Wizard will not highlight the matchingdata within the document.

Select the Put On Summary Record check box to include this Field on the Summary List forMaxViewer.

Note: Because MaxRetriever uses Summary Fields to define logical document separation,you generally do not want to put detail items on the Summary List. If your Applicationgenerates over 100,000 pages/month, adding detail items to the Summary List would result inan extremely large database and use an excess of magnetic disk space.

Select the Create Index for Value check box and this Field will be indexed when the databaseis built. For fields whose contents will often be the primary criteria for Locates (queries),indexing is a good idea because it speeds retrieval time. However, defining too many indexedfields will slow the processing of incoming data and increase the amount of storage space thedatabase requires. The maximum number of indexed fields available for one Application is47.

Fields can be both Summary and Indexed. Or, you can define Fields without selecting eitherthe Summary box or the Index box. You might do this if the user needs to base a decision onthe data in this Field, but does not need to view the data. For example, a user wants the formoverlay to change based on the value in this Field, but does not need the Field to be includedon the Locate dialog or the Summary List.

If there is no existing Data Dictionary entry for the current Field, you will need to define one.Refer to Adding Data Dictionary Entries for help with this process.

Field Justification refers to how the data will be presented in the Summary List. SelectingLeft causes MaxRetriever to present the data in this field positioned to the far left of the field.Selecting Right causes MaxRetriever to present the data in this field positioned to the far rightof the field. Selecting None causes MaxRetriever to present the data exactly as it found it inthe input file. If the input contains leading spaces or zeroes, MaxViewer presents it with thesame leading spaces and zeroes.


Modifying Field Order

Once you have defined all the Fields for this Application, you can modify the ordering ofthese Fields on the Summary List and the Locate dialog. To do this, select Edit...FieldDisplay Order from the menu bar.

Note: Modification of the order of Summary-only fields affects the Summary List only.Summary-only fields will always be the last fields listed on the Locate dialog.

Select the Field you wish to move and click either the Move Up or Move Down button. ClickOK when you have finished moving all Fields.

Note: Attempt to order the fields according to the frequency that they will be used forretrieval. For example, in an invoice Application, if invoice number is most often used toretrieve documents, make this the first field in the list.

Editing a Field

To modify a Field, double click the Field, make the changes, and close the Field dialog. Or,select Edit...Region from the menu bar. Next, select the applicable Field from the box.

Caution: Do not make changes to fields that are used by production applications. For moreinformaiton, see “Revising a Production Application”.

Deleting a Field

To delete a Field from an Application, select Edit...Region from the menu bar. Now, selectthe appropriate Field and click Delete. You will be prompted for a confirmation. Click Closewhen you are finished.


Data Dictionary

The Data Dictionary stores information about all Fields that you define within anyApplication. The Fields defined in the Data Dictionary may be shared by any number ofApplications.

Adding Data Dictionary Entries

From the Field dialog, click the Open Dictionary button to add fields to the Data Dictionary.Or, from the MaxSetup dialog, click the Data Dictionary button. The Data Dictionary dialogis displayed.

The current Dictionary Entries are listed. The definition for any entry may be viewed byselecting the entry name from the list, or by using the Next/Previous buttons.

To add an entry to the dictionary, click the Add button. Enter the field name into Entry Nameas you would like it to appear on the Locate dialog in MaxViewer. The Entry Name can beup to 25 characters long.

Enter a unique database field name of up to ten characters into the Data Name field. Thisfield name will not appear in MaxViewer, but it will be used in the structure of the database.The Data Name cannot exceed eight characters. If the Data Name exceeds eightcharacters, the application will not process.

Caution: Carefully enter the Entry Name and Data Name. Once you click OK and leave thisdialog, you cannot modify your entry.


The Field Type defines the field as either Character or Numeric. Numeric fields will alwaysbe right justified and zero filled. Character fields will default to left justification. This willcause character fields to be searched or compared from the left, and numeric fields to besearched or compared from the right. However, you can override the justification of characterfields using the Field definition dialog.

The Entry Description allows you to enter a more detailed description of the field. Thisfield’s maximum length is 50 characters. This field is only used as a reference for anadministrator viewing the Data Dictionary.

The Title Line 1 and Title Line 2 entries will be used as the headings for the MaxViewerSummary List. Title Line 1 will be the top line of the heading and Title Line 2 will be thebottom line. There is a maximum of 25 characters for both of these fields. For documentfields containing few characters, you may want to abbreviate these titles to conserve space onthe Summary List.

Click OK when you have finished editing this dictionary entry.

Note: Changes to the data dictionary will not actually be saved until you click either Save orClose from the Data Dictionary dialog.

When you have finished adding the Data Dictionary entry, click Close.

Once you close the Data Dictionary and the Field dialogs, the new Field will be highlighted indark blue.

To view the data that will be identified by the Field definition, select View...Fields...RepeatedRegions from the menu bar. This will highlight the Field that you defined each time it occursin the document. Page through the file to ensure that the Fields contain the data that youexpected. If data that you did not expect is highlighted as a Field, or, data that you did expectis not highlighted as a Field, double click the Field area to edit its definition.

Editing a Data Dictionary Entry

To edit a Data Dictionary entry, click the Data Dictionary button. The Data Dictionary dialogwill be displayed. Select the Field from the Dictionary entries list and click Edit. The EntryName and Data Name cannot be edited. Make the desired changes and click OK. ClickClose to return to the MaxSetup dialog. You will be prompted to confirm the changes to theData Dictionary.


Deleting a Data Dictionary Entry

Before you can delete a Data Dictionary entry you must close any open Applications. Onceyou have done this, select Edit...Data Dictionary from the menu bar. The Data Dictionarydialog will be displayed. Select the Field from the Dictionary entries list and click Delete.You will be prompted to confirm the delete. Click Close to return to the MaxSetup dialog.You will be prompted to confirm the changes to the Data Dictionary.

Caution: These fields may be used by another Application. Do not delete an entry unlessyou are certain it is not shared across Applications.

Chapter 5: Processing the Application 45

Chapter 5: Processing theApplication

Processing the Application

Once you have finished defining your Fields, you are ready to view your new Applicationusing MaxViewer. Click File, Process from the menu bar. This automatically processes thefile associated with the current Application. After the process is completed, selectView...MaxViewer from the menu bar to validate your new Application.

Note: You are still in the development environment. Processing reports into a productionenvironment will be covered later.

Chapter 6: Viewing the Application Using MaxViewer 47

Chapter 6: Viewing theApplication Using MaxViewerFor detailed information on using MaxViewer, please consult the MaxRetriever System UserGuide.

Database Retrievals

Once an Application is set-up and you start MaxViewer, you must perform a Locate in orderto retrieve documents. The fields you previously defined using MaxSetup will be presentedon the Locate dialog. The Locate dialog allows you to enter the selection criteria fordocument retrieval.

You may enter a comparison value for one or more fields. This will limit the query to recordshaving that value in the specified field.


Once you enter your search criteria and the Locate is performed, MaxViewer presents aSummary List of the documents found.

The Summary List above lists the documents retrieved when you enter “04/08/98” in theCredit Date field.

As you can see, this window is split into two panes, with the Summary List contained in theupper pane and the active document displayed in the lower pane. This window can be splitvertically also, or if you prefer, you can view the Summary List or document display as anentire window.

Chapter 7: Modifying aNon-Production Application 49

Chapter 7: Modifying aNon-Production Application

To open a non-production Application, select File...Open, and either Application or Tank FileApplication. Click the Application Name box and select an Application from the drop-downlist. Click Open.

Modifying an Application Definition

You can make changes to an Application definition by double clicking outside a Region or byselecting Edit...Input Definition from the menu bar.

Deleting a Non-Production Application

You can only delete an Application when it is not in production. To delete an Application,select File...Delete from the menu bar. Now click on the Application Name box and selectthe Application from the drop-down list. Click Delete. The Application is now deleted.Click Close.

Chapter 8: Enhancing the Application – Using Tank Files 51

Chapter 8: Enhancing theApplication – Using Tank Files

Overview

Tank Applications provide access to multiple document types using a single input file. Forexample, you may have invoices, credit memos and statements in one large, data file. TankApplications enable you to break this data out into separate applications for each documenttype.

In order for Tank File Applications to work successfully, there must be some piece of data oneach page that signals the report or document change. For example: a report number or areport title. This field is then used to signal MaxRetriever to separate the input data file intoits individual application files.


Tank Application Development Process

1 Create Sub-Applications a 2 Create and Process Tank Application

1 Copy input data file to your MaxSetup ImportPath (default is Maxrtvr\Setup\Import).

2 Name and define a new sub-application. Setthe input paging definition, regions,signatures, fields.

3 When you define the first sub-application, youwill create the Input File Definition. Youmust use the same Input File Definition for allsub-applications and for the Tank Application.

4 You must enter a unique name and a uniqueApplication Code for each sub-application.

5 After you finish defining each sub-application,select Close from the File Menu, and createthe next sub-application.

1 Create a new tank application. (From the FileMenu, select File… New Tank Application.)

2 Define the tank application. You must use thesame Input File Definition that you used foryour sub-applications.

3 Enter a unique application code. Yourapplication code must match the name of yourinput data file.

4 Set a region, region signature and applicationsignature for each of the document types thatappear in your input file.

5 Process the Tank Application from withinMaxSetup.

a a a 3 Process and View Sub-Applications a 4 Put Tank Application Into Production

1 Process the sub-application from withinMaxSetup.

2 From within MaxSetup, select View …MaxViewer to view and check your application.

3 If the application is OK, select Used InProduction in the Application Definition Box.

4 Close the Application.

5 Repeat steps 1 through 4 for each of your sub-applications.

1 Open the Tank Application and select Used InProduction in the Application Definition Box.

2 Close the Tank Application.

3 Copy your data input file from your MaxSetupImport Path to your MaxData Import Path(Default is Maxrtvr\Setup\Import toMaxrtvr\Data\Import.)

4 Launch MaxProcess.

5 From the Process Menu, select Run All. Thiswill process the tank file and all associated sub-applications.

6 You can now view your applications usingMaxViewer.


Defining a Tank File Sub-Application

Before you define the Tank File Application, you must define the Applications that will beextracted from the Tank File Application. Define one Application for each report change.Each of these sub-Applications must have a unique name and four character ApplicationCode.

For more information on defining these sub-Applications, see “Defining an Application” andfollow the steps for each Application that needs to be created, keeping in mind the followingpoints:

• When you define the first sub-Application, you will define the Input FileDescription from the Application Definition dialog. You must select the InputFile Description you create for the first sub-Application for each of the followingsub-Applications, as well as for the Tank Application.

• When you are prompted to select the Import File, select the Import File thatcontains the Tank File data.

• As you finish defining each sub-Application, select File...Close from the menubar and proceed to the next new sub-Application.

Defining a Tank File Application

Once you have defined each of the sub-Applications, you can define the Tank FileApplication. The procedure for defining a Tank File Application is virtually identical to theprocedure for defining a standard Application. Select File...New...Tank File Applicationfrom the menu bar. The Tank Application Definition dialog is displayed.


Enter the Tank Name and Code, just as you do for a standard Application. Make certain thatthe Tank Application code corresponds to your input data file. The Import File Name will bebuilt according to the Code you enter. Select the Input File Description that you used for allof your sub-Applications.

Defining a Region

The number of Regions you need to define depends on the format of your input data. If thedata that distinguishes one report format from another is always found in the same location oneach report (i.e. a report number), you need only to define this single Region. In the examplementioned, the report number should be utilized as the Application Signature.

However, if the data that distinguishes one report format from another occurs at differentlocations within each report, you will need to define one Region for each of these locations.

Generally, the Region that contains the Application Signature data will only span one row ofdata. To define a Region, click the Region button on the toolbar. Next, click and releaseanywhere on the line of the report that contains the Application Signature data. It is notnecessary to drag the pointer across the width of the Region. The entire width of the inputline is included in the Region definition.

The Region Definition dialog is displayed. Name the Region and verify that the number ofrows selected is correct. The Region name can contain a maximum of 50 characters. If Rowsis not correct, you can edit it manually. Typically, any Region containing ApplicationSignature data occurs only once per page. However, if this is not true in your case, un-checkOnce Per Page.

Note: Region names are for your reference only. They are not visible to the end-user.

When you have finished defining the Region, click OK. The new Region will now behighlighted in cyan.


Defining a Region Signature

You will need to define at least one Region Signature for each Region you define. ThisRegion Signature works to verify correct positioning of the input data. To define theseRegion Signatures, follow the instructions in “Defining a Signature” Once you have definedeach Region and at least one Region Signature for each, you will need to define theApplication Signature. This is the data that differentiates the reports or document types thatyou wish to segregate.

Defining an Application Signature

The Application Signature must be data that can be found on each page of your input datafile.Each time the value in this Application Signature field changes, it should correspond to achange in the content and/or format of your document. As you define each of theseApplication Signatures, you will select the corresponding Application. This Applicationselection indicates to MaxRetriever the extract destination of this page of the report. Anypage within this Tank file containing this Application Signature value, will be extracted into a.CLD file named according to the selected Application’s Code.

You will notice a new button on the toolbar: the Application Signature button. It resemblesthe Field button except that the pointer is pointing to a yellow field. This is the ApplicationSignature button. Click this button. Then point at the leftmost character of the ApplicationSignature, click and hold the left mouse button, and drag the pointer across the row to therightmost character of this field. Release the mouse button. The Application Signaturedialog will be displayed.

Note: There is a limit of 200 Application Signatures per Tank File Application.

Click the Application box and select the specific Application that corresponds to the currentvalue in the Application Signature.


Row Position and Column Position specify the position of the first character of theApplication Signature. An Application Signature can only contain data from one row.

The value in the Signature box should differentiate this Application from the others containedin this report/document. The wild card characters that are available for Region Signatures arealso available for Application Signatures. For more information, see “Wild Card Characters”.

Minimum Match specifies the minimum number of characters that must match the definedSignature.

Priority establishes the precedence of the Application Signatures, the lower the number, thehigher the priority. This is useful when you have defined Application Signatures that mayoverlap. MaxProcess will look for Application Signatures in Priority order. Once adocument page has been identified as belonging to a particular Application, MaxProcess willno longer consider that page when looking for other Application Signatures.

When you complete this dialog, click OK. The Application Signature will now behighlighted in yellow. Define one Application Signature for each Application within theTank File Application.

When you are finished defining Application Signatures, you will need to Process both theTank File Application and each of the standard Applications created from the Tank FileApplication. Select File...Process from the menu bar to Process the Tank File Application.Close the Tank File Application.

Caution: If you select File…Save before closing the Tank File Application, MaxRetrieverdeletes any .CLD files created when the Tank File was processed.

Now open each standard Application and select File...Process. Once you have processed anApplication, you can view it by selecting View...MaxViewer from the menu bar.

Note: All Tank File pages that do not match any of the defined Application Signatures willbe written to a separate file. The name of this file will match the name of the input Tank File,but the file extension will be .TNK.

Chapter 9: Enhancing the Application – Using Form Overlays 57

Chapter 9: Enhancing theApplication – Using FormOverlays

Overview

A Form Overlay is a background form used by MaxViewer. This background form allowsusers to view documents in MaxViewer, just as they appeared in hard copy form.

Supported Graphical File Formats

MaxRetriever supports the following graphical file formats:

• BMP – Windows bitmap.

• JPEG – Joint Photographic Experts Group.

• PCX – Paintbrush.

• PNG – Portable Network Graphic.

Caution: GIF images and TIF images with LZW compression are no longer supported inMaxRetriever.

Overlay Recommendations

To create a Form Overlay, you can obtain an electronic version of the form, available fromyour forms provider or graphic artist; or you can scan a source document form. In either case,you must add the Form Overlay to the Forms Library and select it for use within anApplication.

If you choose to scan a source document, we recommend scanning it with a resolution of 300dpi and a scaling factor of 100% (no reduction).


After you scan your document to create the image file, you need to perform any necessaryclean-up of the image. This can be accomplished using either a third party image processingpackage or an image editor.

Forms Library

MaxRetriever gives you the ability to use a Form Overlay as a background form for any ofyour Applications. However, before a form can be utilized with an Application, you mustadd it to the Forms Library.

Adding a Form

To add a Form to the Forms Library, click the Forms button (or select Edit...Forms Library).The Forms Library dialog will be displayed.

Click the New button. The Edit Form dialog is displayed.


Select either the Image File or the Forms Library radio button.

If you are creating the Form Overlay from an image file, click the Browse button to view theavailable files. When you select a file, the file name will be entered in the Name box. TheText Offset will move the Overlay text from the upper left of the document by the specifiednumber of Columns and/or Rows.

Note: The text offset rows and columns may be positive or negative, depending on thedirectional adjustment needed.

If you are creating the form from the Forms Library, click Browse to display all the formsalready defined. This function will be helpful when you have previously defined a form andneed to use it with a new Application, but the new Application requires a different TextOffset. When you select a Form name from the list, the name of the Form will be entered intothe Description box. You will need to give the new form a new Description. TheDescription can contain up to 255 characters. The new Form will be linked to the Form youselected. Set the Form Size and the Text Offset.

Set the Scan DPI and the Reduction Ratio to the same values that you entered when thedocument was originally scanned.

When you complete the Form definition, click Update. You will return to the Forms Librarydialog. Click Close to return to the Setup dialog.


Modifying a Form

Click the Forms Library button to edit a form’s definition. The Forms Library dialog will bedisplayed. Select the form you wish to update and click Edit. From the Form Edit dialog youcan make changes to the Orientation, Form Size, and Text Offset. When you have completedyour changes, click Update. Click Close to return to the MaxSetup dialog.

Deleting a Form

Note: Once a form is used with a production Application, the form cannot be deleted.

Click the Forms Library button to delete a form. The Forms Library dialog will be displayed.Select the form you wish to delete and click Delete. You will be prompted for aconfirmation. Click Close to return to the MaxSetup dialog.

Adding a Form to an Application

To add a Form Overlay to an Application, select Edit...Forms Selection from the menu bar.The Form Selection dialog is displayed.

If you only need one Form Overlay for your entire document, select a Default Form. To dothis, click the Default Form box to view all available forms. Select the form you wish to use.

You can also select different forms based on a page number or a field value. Document pagescontaining the page numbers or field values that you define specifically will use the


designated form. All other document pages will use the default form, or no form, if a defaultform is not specified.

If you need to differentiate by page number, select the Page Number radio button and clickAdd Form. The Add Form dialog is displayed.

Enter the Page Number that will use a different form. Select the form for this Page Number.When you are finished, click OK to return to the Form Selection dialog. The page numberand Form name you chose will be displayed.

If you need to differentiate by the value in a field, select the Field Value radio button.

Click the Field Name box to display the available Fields for this Application. Select one ofthe Fields. Click Add Form. The Add Form dialog is again displayed, but this time with aField Value box.


Enter the Field Value that needs a different form, using wild card characters if necessary.These wild card characters are the same as those used for Signatures. For more information,see “Wild Card Characters” on page 36. When you are finished, click OK to return to theForm Selection dialog. The field value and Form name you chose will be displayed.

Note: You must enter the comparison field value in upper case.

Click OK to return to the MaxSetup dialog.

Note: You may not differentiate forms by both Page Number and Field Value within oneApplication.

Removing a Form from an Application

To remove a Form Overlay from an Application, click Edit, Form Selections from the menubar. The Form Selection dialog is displayed. Select the Form you wish to remove and clickthe Remove button. Click OK when you are finished to return to the MaxSetup dialog.

Chapter 10: MaxProcess 63

Chapter 10: MaxProcess

Overview

MaxProcess is a batch program that imports reports into the MaxRetriever documentwarehouse.

Backup of MaxDataPath before Import

MaxProcess modifies your compressed files, databases, and indexes. Therefore, you shouldalways backup the files contained in MaxDataPath prior to each import. If the import doesnot complete successfully, you will need to restore your files from these backups and re-runany imports that were processed following the last backup. You should also routinely backupthe files in your MaxPath directory along with the files in your MaxDataPath.

MaxProcess Command Line Parameters

There are five optional command line parameters for MaxProcess.

• /APP=<Application Code> - Forces MaxProcess to process only the specifiedApplication's import file.

• /FILE=<Compressed File Number> - Forces MaxProcess to over-ride thecreation of new compressed files and databases. Must be used in conjunctionwith the APP command.

• /REV=<Revision Number> - Forces MaxProcess to use the selected revision's.DEF file during processing. Must be used in conjunction with the APPcommand.

• /INI = <Pathname> - Defines the location of the MAXRTVR.INI file.

• /RUNALL - Forces MaxProcess to process all import files automatically.

• /YEAR=<Year> - Forces MaxProcess to create databases for the selected year.Year must be entered as 4 digits.


A “-” may be used in place of the “/” in each of the above entries.

Note: Only the /YEAR parameter may be specified when starting MaxProcess fromMaxSystem Monitor.

Moving a Standard Application into Production

To move an Application from the development into the production environment, you shouldtake the following steps:

1. Open the Application. Select Edit...Input Definition from the menu bar.Activate the Used In Production check box on the Application Definition dialog.Click OK.

2. Select File...Save from the menu bar.

3. Select File...Close from the menu bar.

4. Move the Import File (the live data file to be processed) into the MaxImportPath.The default import path is C:\MAXRTVR\DATA\IMPORT. Your path may bedifferent depending on the settings in your MAXRTVR.INI file.

5. Double click the MaxProcess icon from the MaxRetriever Program Group. TheMaxProcess dialog will open.

6. Select the Application Name or Code you wish to process. The Revision willdefault to the latest production revision. Period defaults to the current year.Import File and To Database will be set automatically, according to the pathsdesignated in the INI file.


7. Select Process...Run from the menu bar. During the process, the number ofPages and Records processed and the Percent of the file completed will beupdated and displayed. When 100 percent of the file has been imported, theimport file will automatically be deleted.

Revising a Production Application

Many calls to our Technical Support Department arise because of inappropriate revisions toapplications. We strongly recommend that you read this section before revising aMaxRetriever application.

MaxRetriever has two distinct modes: a production mode and a non-production (test) mode.In order to revise an application, you must first determine whether your application is aproduction or a non-production application.

Non-Production Applications

Non-production applications are test applications. They have been processed usingMaxSetup, but they have not been finalized and moved into production.

Non-production applications, and their associated files, reside in theMaxRetriever Setup Path (default is MaxRetriever\Setup).

Revising a Non-Production Application

There are no special considerations when revising a non-production application. You canchange any application feature without impairing your MaxRetriever system.


Production Applications

Production applications are MaxRetriever applications that you or your system administratorhave “put into production”. Putting an application into production involves three basic steps:

1 In the MaxSetup Application Definition Box, click on Used in Production. Save theapplication and exit MaxSetup.

2 Copy your data input file to MaxRetriever\Data\Import.

3 Process your application from within MaxProcess.

Production applications, and their associated files, reside in the MaxRetriever Production Path(default is MaxRetriever\Data).

Revising a Production Application

When you revise an application that is in production, there are some application features that youCAN change without impairing your MaxRetriever system. These features are listed below.

Features You Can Change

Application Feature Where to Make the Change

Application Record Length Application Definition Box

Input File Format Input Paging Definition Box

Lines Per Inch Application Definition Box

Characters Per Inch Application Definition Box

Page Size Application Definition Box

Page Orientation Application Definition Box

Location of Fields within Your Document MaxSetup


To Revise an Application

1 Start MaxSetup and Select Open Application from the File Menu.

2 Click the Application Name box and select an Application from the drop-downlist.

3 Click Revise

4 Make the necessary modifications.

5 Select File Process from within MaxSetup.

6 Select View MaxViewer from within MaxSetup. If everything looks as you expected,then save your application.

7 Put your revised application into production following the steps above.

Note: A revision has no effect on data that has been previously processed. Data processed afterthe application revision will reference the new revision.

Application Features That You Cannot ChangeWhen an Application Is In Production

Application Features You Cannot Change

Add Data Fields

Delete Data Fields

Rename Data Fields

Lengthen Data Fields

All of these features involve you application database file (app####.dbf). This file is created whenyou process your application for the first time. After that point, the database file is never changedby MaxSetup.


The static nature of the database file can cause problems when you create an application revision.This is because when you create a revision, a new application definition file is created. If youchange the characteristics of your fields, your new application definition file will not match yourold database file. In this case, you will receive an error when you try to process your application.

Name LocationWhen Is It

Created/Modified? Function

Application DatabaseFile

Invc1999.dbf

Where Invc isthe applicationcode and 1999is theapplicationyear.

MaxRetriever\data\Invc\

Where Invc is theapplication code

Created when youfirst put anapplication intoproduction. It isnever updated byMaxRetriever.

Contains the fieldsdefined in theapplication.

Application DefinitionFile

Invc002.def

Where Invc isthe applicationcode and 002is the revisionnumber.

After yourapplication is inproduction:

Maxretriever\data

Created andupdated every timeyou process anapplication.

A new applicationdefinition file iscreated for eachrevision of anapplication.

Containsinformationnecessary forMaxViewer todisplay theapplication.Includes fieldcharacteristics.

Modifying Field Characteristics Using Visual FoxPro

When absolutely necessary, you can make changes to your application fields. The process involvesmanually modifying your database and index files using Visual FoxPro. For more information,please contact Technical Support.


Moving a Tank File Application into Production

To move a Tank File Application from the development to the production environment, takethe following steps:

1. Open the Tank File Application. Select Edit...Input Definition from the menubar. Activate the Used In Production check box on the Application Definitiondialog. Click OK.

2. Select File...Save from the menu bar.

3. Select File...Close from the menu bar.

4. Repeat steps 1 through 3 for each sub-Application whose data will be extractedfrom the Tank File.

5. Move the Import Tank File (the live data file to be processed) into theMaxImportPath. The default import path is C:\MAXRTVR\DATA\IMPORT.Your path may be different depending on the settings in your MAXRTVR.INIfile.

6. Double click the MaxProcess icon from the MaxRetriever Program Group. TheMaxProcess dialog will open.

7. Select the Application Name or Code of the Tank File Application you wish toprocess. The Revision will default to the latest production revision. Perioddefaults to the current year. Import File and To Database will be setautomatically, according to the paths designated in the INI file.

8. Select Process...Run from the menu bar. During the process, the number ofPages and Records processed and the Percent of the file completed will beupdated and displayed. When 100 percent of the file has been imported, theimport file will automatically be deleted.

9. The processing above separates the Tank File into individual Application files.Each Application file name begins with the unique Application Code and endswith a .CLD extension. Each of these files must now be processed. Repeat steps7 and 8 above for each individual Application.

Compressed File Naming

MaxProcess will name the compressed file it creates according to the Application Name. Forexample: the first Invoice (INVC) Application data processed in 1997 is named


INVC1997.001. If more Invoice Application data is processed on the same day, this data isappended to the INVC1997.001 file. However, compressed files created using data processedon succeeding days are named INVC1997.002, INVC1997.003, etc. Each day's processingincrements the file extension by 1.

Note: At the start of a new year of processing, the file extension resets to .001.

Verification of Log

After MaxProcess runs, it writes a log file. You can view the log to verify that the processwas completed successfully. To view the Report.Log:

1 Start MaxProcess

2 From the Process Menu, select Execution Log.

The following information is recorded for a standard Application:

Start Time : 1999-05-27 10:41

Application Name : TopDog Invoices

Application Code : TDIN

Revision Number : 1

Period : 1999

Import File : C:\MaXRTVR\TUTORIAL\DATA\IMPORT\Tdin0001.dat

File Size : 28048

Output to Data Set : C:\MaXRTVR\TUTORIAL\DATA\TDIN\TDIN1999

Compressed File : C:\MaXRTVR\TUTORIAL\DATA\TDIN\TDIN1999.001

Pages Processed : 28

Records Processed : 15

Lines Processed : 1820

End Time : 1999-05-27 10:42


The following information is recorded for a Tank Application:

Start Time : 1999-05-27 11:53

Tank Name : TopDog Tank

Tank Code : TDTK

Revision Number : 1

Import File : C:\MAXRTVR\DATA\IMPORT\TDTK0001.DAT

File Size : 185

Pages Processed : 92

Unrecognized Pages : 78

Lines Processed : 1375

End Time : 1999-05-27 11:54

.PND Files

At the start of an import, MaxProcess creates a .PND file using the same name as the .DATfile to be imported. For an invoice Application, with the Application Code Invc, the importfile would be INVC0001.DAT and the associated pending file, INVC0001.PND. The .PNDfile is normally deleted when the import is finished. If it still exists, the import did notcomplete properly.

Caution: If a .PND file remains in your import directory after a process has terminated, donot run another import until you have determined what caused the error. You must thendelete the .pnd file and re-process.

Import Troubleshooting

Errors that occur during MaxProcess can have serious consequences. Do not ignore any errormessages that appear during an import.

Unable to Find Import Data File

If MaxProcess is unable to locate the data file, check these conditions:


1. Is the data file in the directory specified by the MAXRTVR.INI?

2. Is the filename in the correct format?

Duplicate Process

If you mistakenly process the same data file twice, MaxRetriever will contain duplicaterecords and indexes. In this case, you must restore the databases and indexes from thebackups you made prior to the duplicate process.

1. If a new compressed file was created during the import, delete it.

2. Or, if a compressed file was modified during the import, restore it from thebackup made prior to the import.

3. Restore the databases and indexes from the backup.

Incomplete Import

Several conditions (i.e. network outage, power outage, etc.) can cause an import to fail.When this happens, the databases, indexes, and possibly the compressed files, contain invaliddata. At this point you should take the following steps:

1. If a new compressed file was created, delete it.

2. Or, if a compressed file was modified, restore it from the backup made prior tothe import.

3. Restore the databases and indexes using the backup made prior to the import.

4. Delete the .PND file.

5. Re-run the import.

Chapter 11: Enhancing the Application – Using File Folders 73

Chapter 11: Enhancing theApplication – Using File Folders

Overview

A File Folder allows document retrieval from one or more Applications using common orrelated indexes. You can query these Applications using lookups on either Application fieldsor link fields.

Note: File Folders can only be defined using Applications that are in production. Also, eachApplication you wish to include in the File Folder must contain data in the productionenvironment.

Defining File Folders

To define a File Folder select File...New...File Folder from the menu bar. The followingdialog will be displayed.

Enter the name of the File Folder you want to create. The Folder Name can be up to 255characters long. Select the Applications you wish to include in your File Folder by eitherdouble clicking the Application name or by selecting (highlighting) the Application name andclicking Add. In our example, we are creating a File Folder named Accounts Receivable.


We will relate the TopDog Credit Memos, TopDog Invoices and TopDog StatementsApplications.

Defining File Folder Fields

When you have selected each Application that you want to relate in this File Folder, clickDefine Fields. The File Folder Fields dialog is displayed.

Click Add to add fields to the File Folder.

Enter a Field Name for this File Folder Field. The name you enter will be used to label thisField in the Locate dialog for this File Folder. The File Folder Field name can contain up to


32 characters. This Field Name may be different than the corresponding field name from theselected Applications. Enter a Title 1 and a Title 2. These fields will be used as headings forthis File Folder Field on the Summary List and may contain up to 32 characters each.

Select each Application you want to relate for retrieval by double clicking it, or byhighlighting it and clicking Add. You can use all the Applications available in the File Folderfor the lookup.

There are two types of relationships that you can define in a File Folder Field, direct and link.Direct lookups compare data entered on the Locate dialog to data in the specified ApplicationField. If you are only going to be defining direct lookups, you can add Applications in anyorder.

Link lookups consist of a direct lookup on the first Application in the Used in Lookup box,followed by some combination of direct lookups and link lookups on the lower Applications.Link lookups compare a field value (Application Field) from the current Application(highlighted) in the Used in Lookup box to a field in one of the previous Applications (LinkField). For a link lookup, the first Application in the Used in Lookup box is the controllingApplication and must be accessed by a direct lookup.

Note: If you wish to remove an Application from the Used in Lookup box, you must removeApplications from the bottom of the list to the top. If an Application is the last in the list,MaxRetriever knows that there are no links dependent on that Application, and that it isavailable for removal.

Direct Lookup

Direct Lookups compare the data the end-user enters on the Locate dialog in MaxViewer to aspecific field in an Application. In the above example, we are creating a File Folder Fieldcalled TopDog Customer Name and we will perform direct lookups on the TopDog CustomerName Field in both Applications. MaxViewer will compare the value the user enters on theLocate dialog to the data in the specified field in each of the Applications. Each matchingdocument will be included in the tree view in MaxViewer.

To select an Application Field, highlight the first Application name in the Used in Lookupbox and click the Application Field box to view the available fields. Click one of theavailable fields to select it. Highlight the next Application in the Used in Lookup box andselect the Field to be used for the lookup. Continue until you have defined a lookup for eachApplication listed in the Used in Lookup box.

From this definition we can see that MaxViewer will compare the Customer Name value fromthe Locate dialog to the Customer Name Field in the Invoices Application, the Credit Memos


Application, and the Statements Application. If the Customer Name value in any Applicationmatches the Customer Name value entered on the Locate dialog, that document will beincluded in the tree view.

When you have finished defining the File Folder Field, click OK and you will return to theprevious dialog. If you need to add another Field, click Add. Otherwise, click Close to returnto the File Folder dialog.

Link Lookup

Instead of comparing data from the Locate dialog directly to data in each Application, a linklookup performs a direct lookup on at least one Application, and a field from one of thoseApplications is compared to a field in a subsequent Application. Or, a field from the firstApplication is compared to a field from the second Application, a field from the secondApplication is compared to a field from the third Application, and so on. Once a document iscompared and matches, it will be included in the tree view.

Clarification: A Link Lookup creates the functional equivalent of a relational database.You define the relationship between the documents, rather than MaxRetriever accessing thedocument’s database directly.

The first Application specified for a link lookup is accessed using a direct lookup. Select theApplication Field for the direct lookup by clicking it. Now, highlight the next Application inthe Used in Lookup box and select the Application Field for the comparison. If thiscomparison is to be a link lookup, click the Link Field box to view fields available for linking.Any field defined as Summary, or Summary and Index, and contained in a previousApplication in the Used in Lookup list, is available as a Link Field for subsequentApplications in the list. Select the Link Field by clicking it.

In MaxViewer, any value entered into the corresponding File Folder Field from the Locatedialog will be compared to the value in the Application Field. If these values match for agiven document, that document will be included in the tree view. Then, the Application Fieldwill be compared to the Link Field, and if the values match, the linked document will beincluded in the tree view.

When you have finished defining the Field, click OK and you will return to the previousdialog. If you need to add another Field, click Add. Otherwise, click Close to return to theFile Folder dialog.

To illustrate a Link Lookup, let’s assume that in the example above, the Credit MemosApplication does not contain the Customer Number Field. From this definition we can seethat MaxViewer will compare the Customer Number value from the Locate dialog to the


Customer Number in the Statements and Invoices Applications. Next, because the CreditMemos Application does not have a Customer Number Field, MaxViewer will compareCustomer Name from the Statements Application to the Customer Name in the Credit MemosApplication.

Note: When performing a link lookup, the link will not be executed unless the direct lookup,on which it is dependent, is successful.

Editing File Folder Fields

To edit a File Folder Field, click Define Fields. The File Folder Fields dialog will bedisplayed. Select the appropriate Field and click Edit. This will bring you to the Edit FileFolder Field dialog. From here you can make the necessary changes. Click OK to return tothe File Folder Fields dialog. Now you can choose to edit another Field, or click Close toreturn to the File Folder dialog.

Deleting File Folder Fields

To delete a File Folder Field, click Define Fields. The File Folder Fields dialog will bedisplayed. Select the appropriate Field and click Delete. You will be prompted for aconfirmation. Click Close to return to the File Folder dialog.

Chapter 12: Automating the MaxRetriever Process 79

Chapter 12: Automating theMaxRetriever Process

Overview

MaxSystem Monitor provides automatic importing of data into MaxRetriever. MaxSystemMonitor regularly checks for new import (.DAT) files in the import directory. WhenMaxSystem Monitor finds a new import file, it starts MaxProcess. At this point, MaxProcesswill import all data files it finds in MaxDataPath. MaxSystem Monitor will not startMaxProcess again until the current MaxProcess import is complete.

MaxSystem Monitor allows you to set up a series of imports, even of differing documenttypes, that can run unattended, during the day or overnight. The import files will beprocessed in directory order. Users can still access the Applications from other workstationswhile imports are being run.

Caution: When an import is complete, the import data file is deleted.

MaxSystem Monitor Command Line Parameters

There is only one optional command line parameter for MaxSystem Monitor.

• /INI = <Pathname> - Defines the location of the MAXRTVR.INI file.

Note: If MaxSystem Monitor is started using the INI command line parameter, whenMaxSystem Monitor starts MaxProcess, it will pass the same INI file setting to MaxProcess.

Import File Naming

Import files must have special names to allow MaxRetriever to recognize the Application theybelong to. The first few characters of the file name are the Application Code. The last fourcharacters are the file number. All import files must end in.DAT.


Application File Data Type Code Number Extension

INVC 0001 .DAT

Running MaxSystem Monitor

Start MaxSystem Monitor. The System Monitor dialog is displayed.

While MaxSystem Monitor is activated, it periodically checks MaxImportPath for new importfiles to process. When MaxSystem Monitor finds a new import file, it starts MaxProcess inorder to import the file. When, and how often, MaxSystem Monitor looks for .DAT files isdependent on the setting of the MaxSystem Monitor properties. If MaxProcess receives anerror during an import, MaxSystem Monitor recognizes the error condition and will not startany new imports.

Note: For more information on MaxProcess error conditions, see "Import Troubleshooting".

Chapter 12: Automating the MaxRetriever Process 81

At the start of an import, MaxProcess creates a .PND file using the same name as the .DATfile to be imported. For an invoice Application, with the Application Code INVC, the importfile would be INVC0001.DAT and the associated pending file, INVC0001.PND. The .PNDfile is deleted when the import finishes normally. If the .PND file still exists when the importends, the import did not complete properly.

Caution: If a .PND file remains in your import directory after a process has terminated, donot run another import until you have determined what caused the error, corrected theproblem, and restored from the backup made prior to the import. You must also delete the.PND file before you can re-process. For more information on .PND files, see ".PND Files".

Setting the Command Line Parameters

Once MaxSystem Monitor finds a .DAT file, it starts MaxProcess. There is one optionalcommand line parameter when starting MaxProcess from MaxSystem Monitor. Click the Setbutton in the Properties for MaxProcess box to enter this command line parameter. Thisparameter will be passed to MaxProcess upon start-up.

• /YEAR=<Year> - Forces MaxProcess to create compressed files for the selectedyear. Year must be entered as 4 digits.

Note: A “-” may be used in place of the “/” in the above entry.

Setting the MaxSystem Monitor Properties

Click the Set button in the Properties for MaxSystem Monitor box to set the parameters forMaxSystem Monitor. The following dialog is displayed.

• Sleep Time - Interval (in seconds) MaxSystem Monitor waits before looking fornew .DAT files in MaxImportPath. Valid range: 10 - 60.


• Start Time - Time of day (HH:MM) MaxSystem Monitor begins looking for new.DAT files. Valid range: 00:00 - 23:59.

• Stop Time - Time of day (HH:MM) MaxSystem Monitor discontinues lookingfor new .DAT files. Valid range: 00:00 - 23:59.

• Status Line Retention - Maximum number of lines retained in Processing Statusbox. Valid range: 100 - 1000.

Chapter 13: Storing Your Data 83

Chapter 13: Storing Your Data

Overview

MaxRetriever processes your data into compressed files that are stored in the Application’sdata sub-directory along with the database. The Application’s data directory name isdetermined by appending the Application Code to the data path (the MaxDataPath entry inthe MAXRTVR.INI file). MaxRetriever will first search the on-line data path followed byany other media specified in the .INI file. If the file is not found, MaxRetriever will ask,“Would you like to mount the compressed file?”

The valid entries for archived storage include optical disk, optical jukebox, and CD-ROMdevices. If you are using an HSM (Hierarchical Storage Manager), see the HSM Integrationparagraph that follows.

For optical drives (single on-line disk drives), use the MaxOptical entry. CD-ROM deviceswork just like optical drives, but are specified by the MaxCDRom entry. For a jukeboxdevice (with optical or CD-ROM drives), use the MaxJukebox entry.

Example: MAXRTVR.INI

[MaxRetriever]

MaxPath = C:\MAXRTVR

MaxOptical = D:,E:

MaxCDRom = F:,G:

MaxJukebox = H:

;

; Production Directories

MaxDataPath = C:\MAXRTVR\DATA

MaxImportPath = C:\MAXRTVR\DATA\IMPORT

;

; Setup Development Directories


MaxSetupDataPath = C:\MAXRTVR\SETUP

MaxSetupImportPath = C:\MAXRTVR\SETUP\IMPORT

Following is a description of the search logic for each type of media.

Note: The MaxOptical, MaxCDRom, and MaxJukebox entries may specify up to 26 driveletters each.

MaxOptical

If the compressed file is not found in MaxDataPath, MaxRetriever looks for a line in theMAXRTVR.INI labeled MaxOptical. MaxRetriever then searches the MaxOptical path usingthe 4 digit Application Code.

MaxOptical=<drive letter>:,<drive letter>:,<drive letter>: - Listing of optical drives to searchfor a specific Application.

Example: MaxOptical=F:,G:,H:

When searching a MaxOptical media entry, MaxRetriever will append the Application Codeto each drive letter to specify the Application data directory. For example, when searchingdrive F for an Application whose code is INVC, the system will be looking for compressedfiles designated by: F:\INVC\INVC1996.???.

If the compressed report files are not located in a sub-directory with the same name as theApplication Code, they will not be found.

Archiving to Optical

You can move compressed files from the hard drive to optical disk in three steps.

1. Make a sub-directory on the optical disk using the 4 digit Application Code onthe optical disk.

2. Move the files from the MaxDataPath into the corresponding sub-directory onthe optical disk.

3. After verifying that the files were moved correctly and completely, remove theoriginal files from MaxDataPath.

MaxRetriever requires each optical drive, jukebox, or other storage device to appear as asingle drive letter.


A disk being used with an optical drive does not require a volume name, but we suggest youname the volume for later use. MaxRetriever does not use the volume name for a stand-aloneoptical drive, but the volume name is required for use when the optical media is used incertain jukebox environments. The MaxOptical line in the MAXRTVR.INI works for allsingle optical drives, and for optical jukebox software that views all the disks in the jukeboxas a single drive letter.

If your optical driver includes the volume name as the first directory from the root of a stand-alone optical drive, you will need to specify the drive as a MaxJukebox entry.

MaxCDRom

If the compressed file is not found in MaxOptical, MaxRetriever next looks for a line in theMAXRTVR.INI labeled MaxCDRom. MaxRetriever then searches each drive letterspecified by the MaxCDRom entry using the 4 digit Application Code.

MaxCDRom = <drive letter>:,<drive letter>:,<drive letter>:

Example: MaxCDRom=M:,N:,O:

Like MaxOptical entries, the search for compressed files under the MaxCDRom entryrequires a sub-directory with the Application name. Using the above example, the file nameon CD-ROM drive M would be: M:\INVC\INVC1996.???.

Note: If you wish to include the MaxViewer on CD-ROM discs for portable retrieval, youfirst need to be sure you have licensed the software for such use. There are specialconsiderations when running the viewer directly from CD and you will require the CD-ROMApplication Distribution License and Manual.

Archiving to CD-ROM

Archiving documents to CD-ROM requires third party software and hardware for CD-ROMMastering. See your software provider for more information.

MaxJukebox

If the compressed file is not found in MaxDataPath, MaxOptical, or MaxCDRom directories,MaxRetriever then looks for a line in the MAXRTVR.INI labeled MaxJukebox.MaxRetriever then searches each MaxJukebox path using the 4 digit Application Code.

MaxJukebox=<drive letter>:,<drive letter>:,<drive letter>:


Listing of “jukebox” drive letters to search.

Example: MaxJukebox=J:, K:, L:

This entry can be used for optical jukeboxes, CD towers, and CD auto-changers whichimplement a single drive letter solution for all volumes within the device, with each piece ofaddressable media represented as a directory off the root.

MaxRetriever software will overlook the volume name/directory and look in the sub-directoryfor the Application files.

For example, if you have two optical disks in a jukebox, where the volume labels are“DISK1A”, “DISK1B”, “DISK2A”, “DISK2B” and the jukebox drive letter is J, the searchdirectories will be:

J:\DISK1A\INVC\INVC1996.???.

J:\DISK1B\INVC\INVC1996.???.

J:\DISK2A\INVC\INVC1996.???.

J:\DISK2B\INVC\INVC1996.???.

HSM Integration

MaxRetriever is fully compatible with industry standard HSM’s (Hierarchical StorageManagers). The advantage of an HSM approach is that your document archival strategy canbe combined with a corporate archival strategy on your network server. To use an HSM,simply point the MaxDataPath to an HSM managed directory.

The HSM should be configured to migrate files that have not been accessed for a period oftime, such as 90 days or 180 days. This will allow the database and index files to remain on-line for immediate indexed look-ups, and only the non-referenced, aged, compressed reportfiles will be migrated.

If you wish to define standard migration rules for your entire installation, you can simplyapply the rules to the MaxDataPath and all sub-directories. For example, you could tell theHSM to leave files on-line for 180 days and then move files that have not been referenced toan optical jukebox.

For more tailored migration you can define rules for each Application sub-directory withinthe MaxDataPath. For example, you may want to tailor the migration of invoices that havehigh retrieval activity for 12 months and moderate retrieval for the following 12 months. The


HSM rules can be defined to leave 12 months of data on-line, then migrate to near line opticalfor the following 12 months, and to DAT tape for low-cost, long-term storage.

Advanced HSMs support optical disk, CD-ROM, and DAT tape devices. This combinationprovides the ability to match storage cost with retrieval needs. Many reports must have long-term archival, but are infrequently accessed after an initial period of time. This is where anHSM leveraging DAT tape drives and DAT auto-changers can significantly reduce costscompared to adding optical jukebox farms.

For more information regarding HSM integration, contact your software provider or MaximalSystems' technical support.

Appendix A: Hardware Requirements 89

Appendix A: HardwareRequirements

Computer Output to Laser Disc

Computer Output to Laser Disc (COLD) describes MaxRetriever's ability to store computer-generated output.

MaxRetriever requires minimal resources to compress and store your data. The typical pageis stored in as little as 500 to 1000 bytes of memory. When de-compressed for display orprinting, each page may require 3000 to 12000 bytes of memory.

Import Server Requirements

The recommendations listed below are based on an average amount of indexes. If yourinstallation utilizes an extensive number of indexes, your requirements may be greater.

Minimum Hardware Configuration - Low Volume – Less than 100,000 pages/month

The Import Server PC may require more resources than a typical workstation, depending onyour anticipated transaction volume. The minimum requirements are as follows:

• Pentium 100 MHz processor

• 32MB RAM

• disk space (varies depending on storage needs)

• Microsoft Windows 95


Recommended Hardware Configuration - Moderate Volume – 100,000 to 250,000pages/month.

If you are purchasing a new PC for use as an Import Server, we recommend:

• Pentium based processor

• 64 MB RAM


• Microsoft Windows NT 4.0

Recommended Hardware Configuration - High Volume – Greater than 250,000pages/month

• Pentium 100 Mhz processor

• 64MB RAM


• Microsoft Windows NT 4.0

Workstation Requirements

Minimum Hardware Configuration

MaxRetriever’s workstation requirements are typical of Windows workstations. Minimumrequirements are as follows:

• Pentium processor

• 32 MB RAM

• 15 MB available hard disk space


Recommended Hardware Configuration

• Pentium based processor

• 64 MB RAM

• 15 MB available hard disk space


Appendix B: MAXRTVR.INI File Settings 91

Appendix B: MAXRTVR.INI FileSettings

MAXRTVR.INI File

The MAXRTVR.INI file should be located in your Windows directory.

Caution: Except when executing the Tutorial, your MaxPath should never contain aMAXRTVR.INI file. If it does, MaxRetriever will retrieve the settings from that .INI file.

The MAXRTVR.INI file will default to the following paths during the install program:

[MaxRetriever]

MaxPath = C:\MAXRTVR (if MaxRetriever is installed on your C drive)

MaxDataPath = C:\MAXRTVR\DATA (production data path)

MaxImportPath = C:\MAXRTVR\DATA\IMPORT (production data import path)

MaxSetupDataPath = C:\MAXRTVR\SETUP (test data path)

MaxSetupImportPath = C:\MAXRTVR\SETUP\IMPORT (test data import path)

Note: The INI file for a system administrator Setup or Import station should contain an entryfor each path listed above. However, the INI file for a user workstation only needs to containentries for MaxPath and MaxDataPath.


Additional INI File Entries

There are five optional entries that can be made in the MAXRTVR.INI file. These are:

• NotesPath=<drive letter>:\<directory name> - This entry may be used tooverride the location of the notes database. If this entry is not present, the notesdatabase location defaults to the specific Application data directory.

Example: NotesPath=C:\MaxNotes

• OSN=<drive letter>:\<directory name> - Used only when the Kofax OSNjukebox driver is present. This entry points to the OSN cache drive:directory.

Example: OSN=P:\Cache

• MaxOptical=<drive letter>:,<drive letter>:,<drive letter>: - Listing of opticaldrives to search for a specific Application.

Example: MaxOptical=F:,G:,H:

• MaxCDRom = <drive letter>:,<drive letter>:,<drive letter>: - Listing of CD-ROM drives to search for a specific Application.

Example: MaxCDRom=F:,G:,H:

• MaxJukebox=<drive letter>:,<drive letter>:,<drive letter>: - Listing of“jukebox” drive letters to search. Can be used for optical jukeboxes and CDtowers that implement a single drive letter solution for all volumes within thedevice, with each piece of addressable media represented as a directory off theroot.

Example: MaxJukebox=F:,G:,H:

Note: The MaxOptical, MaxCDRom, and MaxJukebox entries may specify up to 26 driveletters each.

Appendix C: MaxViewer Command Line Parameters 93

Appendix C: MaxViewerCommand Line Parameters

There are four optional command line parameters for MaxViewer.

• /APP=<Application Code> - Causes the specified Application to be openedwhen MaxViewer is started.

• /APPLIST=<Filename> - Specifies the name of a file containing a listing ofApplications a specific user (or group of users) is permitted to view. Each lineof the listing should be in the format “appcode”,“appname” (quotes required),where appcode is the 4 character Application Code and appname is the name youwish the user to see for this appcode. The appname does not have to match theApplication name given in MaxSetup. Each line should be terminated by acarriage return.

• /INI=<Pathname> - Modifies the location of the MAXRTVR.INI file.

• /NOLOGO - Upon opening MaxViewer, the MaxRetriever logo is not displayed.

• /SETUP - Allows MaxViewer to be run from the setup rather than theproduction directories.

Note: A “-” may be used in place of the “/” in each of the above entries.


Appendix D: MaxRetrieverUtilities

Compressed File Export

Compressed File Export is a utility that allows you to convert report files fromMaxRetriever’s proprietary compressed (COLD) format to ASCII text format.

Compressed File Purge

Compressed File Purge is a utility that allows you to purge a MaxRetriever compressed filefrom a MaxRetriever application. This utility marks the fields in your database file as non-searchable. However, the data still remains in your database file.

Database Export

Database Export is a utility that allows you to export index and summary fields to a comma-delimited text file.

Appendix E: Optional Command Line Parameters 95

Appendix E: Optional CommandLine Parameters

MaxSetup Command Line Parameters

There are two optional command line parameters for MaxSetup.

• /INI=<Pathname> - Defines the location of the MAXRTVR.INI file.

Example: /INI=C:\MAXRTVR\TUTORIAL\MAXRTVR.INI

• /NOLOGO - Upon opening MaxViewer, the MaxRetriever logo is notdisplayed.

Note: A “-” may be used in place of the “/” in each of the above entries.

Index 97

IndexApplication Code, 17Application Name, 17Application Signatures, 55Applications

Adding a Form Overlay, 62Application Code, 17Application Name, 17Default Form, 62Defining, 17Deleting, 49Description, 12Opening, 49, 67Removing a Form Overlay, 64

Backup, 65

CDRom, 87, 94Chapter 8

Enhancing the Application – Using FormOverlays, 75

COLD, 91Hardware Requirements, 91

Import Server, 91Workstation, 92

Command Line ParametersMaxProcess, 83MaxSetup, 97MaxViewer, 65, 81

Compressed FileNaming, 72

Computer Output to Laser Disc, 91Control Table, 23

Actions, 24Adding a New, 23Deleting, 26Loading an Existing, 26Updating, 26

Data DictionaryAdding an Entry, 42Data Name, 42Deleting an Entry, 44Editing an Entry, 43Entry Description, 43

Entry Name, 42Field Type, 43

Character, 43Numeric, 43

Title Line, 43Default Form, 62Dictionary Entries, 42Direct Lookups, 78

Enhancing the Application – Using FormOverlays, 59Enhancing the Application - Using Tank Files,51

Fields, 32Create Index for Value, 40Defining, 38Deleting, 41Editing, 41Field Location, 38Put On Summary Record, 40Region Name, 38Repeated Regions, 43Search Length, 39Strip Interior Spaces, 40

File Folder FieldsDeleting, 80Direct Lookups, 78Editing, 79Link Lookup, 78

File Folder Fields, Defining, 76File Folders

Defining, 75Description, 13Fields, Defining, 76

Form OverlaysAdding, 62By Specific Page, 63By Value in Field, 63Default, 62Scanning, 59Text Offset, 61

Forms LibraryAdding a Form, 60Deleting a Form, 62

Modifying a Form, 62

Hardware equirementsCOLD

Workstation, 92Hardware Requirements, 91

COLD, 91Import Server, 91

HSM Integration, 88

Import File, 66, 71Import File Naming, 81Import Problems

Incomplete Import, 74Lost Data File, 74PND Files, 73

Indexed FieldsMaximum Number, 40

INI File Settings, 93Input File, Viewing, 28Input Paging Definition, 20

Discard Chars, 21EBCDIC, 21First File Only, 21Input Description, 20Input File Header, 21Input Record Length, 20Maximum Lines per Page, 20Page By, 22

Jukebox, 88, 94

Link Lookup, 78Log

Verification, 72Logical Documents, 33

MaxCDRom, 87, 94MaxJukebox, 88, 94MaxOptical, 86, 94MaxProcess, 9, 82

Command Line Parameters, 83MaxRetriever Utilities, 96MAXRTVR.INI, 88MaxSetup, 9

Command Line Parameters, 97MaxSystem Monitor, 9, 81

Properties, 83MaxViewer, 9

Summary List, 48MaxViewer Command Line Parameters, 95Moving into Production, 66, 71

NotesPath, 94

Optical, 86, 94OSN, 94

Process ProblemsDuplicate Process, 74

Processing an Application, 45Production, 66, 71

Regions, 31Defining, 33Deleting, 34Detail, 33Editing, 34Footer, 33Header, 33Once Per Page, 34, 55Rows, 34, 55Tank Files, 54

Restore, 65

Signatures, 32Application, 55Column Position, 35Defining Region, 35Deleting Region, 37Editing Region, 37Minimum Match, 36Pattern, 36Region, 35Repeated Regions, 36Row Position, 35Search from Right, 36Wild Card Characters, 36

Storage Options, 85Summary Field, 32Summary List, 48

Tank ApplicationsDescription, 13

Tank FilesApplication Signatures, 55Region Signatures, 55Regions, 54Sub-Applications, 53

Toolbar Buttons, 29

Used in Production, 18, 66, 71

View InputFile, 28

Wild Card Characters, 36

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