FileNet Capture

IBM FileNet CaptureVersion 5.2.1

Administrator's Guide

SC19-3119-00

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IBM FileNet CaptureVersion 5.2.1

Administrator's Guide

SC19-3119-00

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NoteBefore using this information and the product it supports, read the information in “Notices” on page 245.

This edition applies to version 5.2.1 of IBM FileNet Capture (product number 5724-R77) and to all subsequentreleases and modifications until otherwise indicated in new editions.

© Copyright IBM Corporation 2007.US Government Users Restricted Rights – Use, duplication or disclosure restricted by GSA ADP Schedule Contractwith IBM Corp.

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDETable of Contents

5

Table of Contents

About this Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Who Should Read This Manual? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Accessing IBM FileNet Documentation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Related Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Software Education. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Release Notes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Comments and Suggestions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Part 1 - FileNet Capture Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Automation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Processing Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Planning a FileNet Capture system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Coordinating with the system administrator . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Analyzing scanning requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Analyzing the work flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Work Flow Analysis Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Capture naming conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Designing settings collections and templates . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Creating settings collections and templates and configuring FileNet Capture components . 24Testing the settings collections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Designing capture paths and distributed processing . . . . . . . . . . . . . . . . . . . . . 24Testing Capture automation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Document Classes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25Image Services Document Class Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Document Class Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26User Indexes Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Obtaining Document Class Reports for Image Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Document Classes and Settings Collections . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Index Options From the Document Class . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Overrides to Document Class - IS Systems Only . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Special Document Classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Updating Doc Class Definitions Through Capture Manager . . . . . . . . . . . . . . . . 29

Settings Collections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Settings Collections and Document Class . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Settings Collection Overrides to Document Class . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Configuring Components in a Settings Collection. . . . . . . . . . . . . . . . . . . . . . . . 32

Component List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32


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Sample Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Capture Paths. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Overview of Capture Paths . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35Configuring Components for a Capture Path . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Sample Capture Paths . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37Work Flow Examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Work Flow Example 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37Work Flow Example 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Capture Path Guidelines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Configuring the User Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40Scan-only workstation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41Toolbars. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Scan and verify workstation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Toolbars. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Image Verify and Assembly Station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Toolbars. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Index-Only Station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Toolbars. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Part II - FileNet Capture Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Components Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Scan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Overview of Scanning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50File formats and scanner settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Scanning Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51Retain Buffered Pages When Performing Abort . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51Kofax and Long Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Assembly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

How Assembly Fits in the Capture Work Flow . . . . . . . . . . . . . . . . . . . . . . . . . . 53Fixed page count assembly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53Variable Page Count Assembly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53Specified Page Count Assembly with Verification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Separators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Reassembly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Assembly Overrides to IS Document Class . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Index component . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56Suggestions for usability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56


7

Committing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Overview of Commit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57Commit to Alternate Page Cache . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57Error Handling and Checking During Commit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Zonal and Full Text OCR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Overview of the OCR components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59Asian language support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59Best practices for maximizing recognition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Fonts and point sizes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59Supported image formats. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60Using Zonal OCR with forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Part III - Capture Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Batch Totals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61Committing Documents with Batch Totals Verification . . . . . . . . . . . . . . . . . . . . 61

Image Enhancement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Overview of Image Enhancement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62Using Image Enhancement eatures in a capture path . . . . . . . . . . . . . . . . . . . . 62

Using Image Enhancement features in ad hoc mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Event Activator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Overview of Event Activator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64How Event Activator fits in Capture work flows . . . . . . . . . . . . . . . . . . . . . . . . . 64

Trigger Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64Sample Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65Event Activator Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Patch Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Overview of Patch Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67Types of Patch Code Recognition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67Scanner Hardware (Including Kodak Scanners) . . . . . . . . . . . . . . . . . . . . . . . . . 67Patch Code Characteristics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67Patch Codes and Rotation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68Patch Code Placement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Use Full Width Patch Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70Print Patch Codes on Top and Bottom of Separator Sheets . . . . . . . . . . . . . . . . . . . . . 70Print Sequential Numbers on Separator Sheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70Print Text Identifying the Separator Level on Separator Sheets . . . . . . . . . . . . . . . . . . . 70Use Longer Paper for Separator Sheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70Use Colored Stock for Separator Sheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70Reproducing Patch Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71Patch Codes and Long Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Bar codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Overview of bar codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72


8

Special considerations for bar code detection . . . . . . . . . . . . . . . . . . . . . . . . . . 72Bar code detection and long pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72Bar Codes and special characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72Bar codes and large amounts of data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72Bar code dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Filtering Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Overview of Filtering Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74Repository Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74Polling Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Comparison of Repository Filter and Polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74Filtering with the Repository Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75Filtering for polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76Repository filter and polling together . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76Filter options and multiple repositories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76Storage of Filter Options Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77Renaming and deleting batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77Skipping busy batches in a capture path . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77Filtering and processing phases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77Filtering and Image Services server queues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78Filter Options Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79Property List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80Operator List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81Value List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Current Phase and Next Phase Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81Status Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81Name Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81Document Class Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81Creator Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82Queue Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82Max Objects Returned Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82Create Date Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Sort By List (for IS Repositories only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82And / Or Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Image Services repositories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83Local, CS and CE Repositories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83Offline and Shared Offline Repositories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Distributed Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84Overview of Distributed Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Routing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84Using the Capture Routing Agent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Filtering Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84Skipping busy batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85Determining the next phase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85Other filtering options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85Distributed processing and repositories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Save/Stop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86Save/Continue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Planning the work flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86Example 1: Separate scanning and indexing workstations . . . . . . . . . . . . . . . . . . . . . . . . . . 86Example 2: Each process on a separate workstation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Record Activator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88


9

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88Setting up Capture Record Activator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89Creating a Record Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Fax Entry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Overview of Fax Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91Overview of using the Fax Entry window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Journal Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

FileNet Capture Manager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Overview of Capture Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Part IV - FileNet Capture Maintenance and Troubleshooting . . . . . . . . . . . . . . . . . 94

Backup and Restore Procedures for Capture Professional . . . . . . . . . . . . . . . . . . 94

Backing Up the Config Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94Backing Up the Local Repository . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Backup Procedures for Capture Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Security. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96Security for IS Server Stations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Comparison of IS Security Groups for Capture Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97SysAdminG Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97AuditG Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97CaptureAdminG Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97DE_ErrorOverrideG Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97DE_BUSYOVERRIDEG Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98CaptureNoDeleteG Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Creating and Assigning Security Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98Actions Permitted for Capture Security Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98Typical Capture Roles and the Security Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100Locked and Busy Batch Override Privileges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100Changes to IS Security Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101Changes to Document Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101Password Expiration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101Security Considerations for Offline Repositories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Security Options on Content Services Stations . . . . . . . . . . . . . . . . . . . . . . . . 102Security Options on Content Engine Stations . . . . . . . . . . . . . . . . . . . . . . . . . . 102Local Administrator rights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

Performance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104Install the newest fixes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104Tuning your server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Basic tuning guidelines for FileNet Capture usage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104Tune application usage and design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104Check Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105


10

Other Maintenance Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Updating settings after changing a document class . . . . . . . . . . . . . . . . . . . . . 107

Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

FileNet Capture Logging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108Object Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Objects in a Batch Contain No Object Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108Cannot run a process that is ran on another workstation . . . . . . . . . . . . . . . . . 109Scan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Capture page size setting has no effect on scanned page size. . . . . . . . . . . . . . . . . . . . . . 110Errors scanning long pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Image Verify . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111Image Verify buttons disappear while verifying images . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111Index fields disappear while indexing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111Index Values are not available after file import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Index Verify . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111Index Verify fields disappear while verifying index Values . . . . . . . . . . . . . . . . . . . . . . . . . 111

Capture path . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112Capture path created on a different workstation does not run . . . . . . . . . . . . . . . . . . . . . . 112

Ad hoc functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112Cannot perform ad hoc functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112Template properties show unexpected values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

User interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112Toolbars or buttons do not appear . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

DocProcessing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113DocProcessing does not run . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113DocProcessing functions have no effect on some pages . . . . . . . . . . . . . . . . . . . . . . . . . . 113

One or more pages is marked for Rescan or Reject . . . . . . . . . . . . . . . . . . . . . . . . . . . 113One or more pages is in a format not supported by the Doc Processing software . . . . 113

Commit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114Batch fails to commit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Commit fails at the FileNet Capture Workstation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114Commit fails at the Image Services server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114Committing the batch again . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114To recommit a batch that failed committal at the Capture workstation . . . . . . . . . . . . . 114To recommit a batch that failed committal at the Image Services server . . . . . . . . . . . 114

Logon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115Message — Logon Error: Your password expires on <server> at <date&time>. Do you wish to change it now?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115Message — Logon Error: The account has expired and is no longer valid . . . . . . . . . . . . . 116

Part V - Appendixes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Appendix A – Patch Code Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117Patch Type 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117Patch Type 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117Patch Type 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117Patch Type 4 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118


11

Patch Type 6 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118Patch Type T . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

Appendix B – Bar Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

Supported Bar Code Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119General Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119Bar Code Quality Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120Improving Bar Code Reading Accuracy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120

Bar Code Height Setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120Bar Code Length Setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121Bar Codes with Thin Bars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121Width Setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121Ratio. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122Maximum Bar Codes per line. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122Maximum Bar Codes per page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122Search Direction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122Bar Code Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122Quality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

Edge noise. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123Quiet Zones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123Speckling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123Skew . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123Paper Feed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

Using Bar Codes with Faxes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124Fax Machine Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124Capture Bar Code Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Using Bar Codes In Capture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124Bar Code Dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Supported Bar Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124Standard (One-Dimensional) Bar Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

Codabar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125Code 3 of 9 (39). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125Code 93 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125Code 128 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126EAN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126Interleaved 2 of 5 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126Postnet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126UPC-A . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127UPC-E . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Two-Dimensional Bar Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127PDF417 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127Data Matrix . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128MaxiCode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128QR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128Aztec . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

Appendix C – Using TWAIN Devices with FileNet Capture . . . . . . . . . . . . . . . . . . 129

General Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129Loading TWAIN Drivers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129Creating the pixtwcfg.ini . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130Using MView . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130Configuring Capture to work with TWAIN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130


12

Capture Professional . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131Capture Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

Appendix D – Automatic Indexing from Kodak Image Address . . . . . . . . . . . . . . 133

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133What is an Image Address? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133Fixed Field and Page Counter Field. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134Optional Counter Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134Kodak Levels and Image Address Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135FileNet Capture and Kodak Image Address. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

Index Fields and Kodak Image Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137Before You Start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

Know the Type of Indexing You are Implementing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141Checking for a Usable Document Class . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

User Indexes Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142Document Class Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142

Outline of Steps. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143Create a Settings Collection and Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . 144Scan Sample Pages into the Settings Collection . . . . . . . . . . . . . . . . . . . . . . . 144Obtain Document Properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145Configuring the Index component . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147Test the Settings Collection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153

Settings Collection and Template Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153Sample Page Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153Property Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154Index General Tab Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154Index Field Name List Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154Index Field Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155Test Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155

Appendix E – Automatic Indexing of Create Time . . . . . . . . . . . . . . . . . . . . . . . . . 157

Before you start. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157Time format processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

Single phase time formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158Workstations without proper 12- or 24-hour formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158Time formats with quoted strings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

Checking for a usable document class . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158User Indexes Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159Document Class Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

Automatically indexing Create Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160Creating a Settings Collection and Template . . . . . . . . . . . . . . . . . . . . . . . . . . 160Scan sample pages into the Settings Collection . . . . . . . . . . . . . . . . . . . . . . . . 161Configuring the Index component . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161Test the Settings Collection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

Appendix F – Autoindexing Fax Entry Journals . . . . . . . . . . . . . . . . . . . . . . . . . . 165

General Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165Creating a Settings Collection and Template in Capture . . . . . . . . . . . . . . . . . 165Configuring the Journal Log in Fax Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166


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Creating Sample Journal Logs in Fax Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . 166Creating a Sample Page in the Capture Settings Collection. . . . . . . . . . . . . . . 166Configuring Autoindexing in Capture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167Automatically Autoindexing and Committing Journal Logs . . . . . . . . . . . . . . . . 167

Appendix G – Automatically Assigning Inbound Faxes to Document Classes. . 169Coordination between products . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169

Fax Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169Capture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169Fax Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169

Fax Processing Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170Document Class and Inbound Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171

Document Classes, Settings Collections, Templates . . . . . . . . . . . . . . . . . . . . . . . . . . 171Assigning a Single Document Class . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171Assigning Multiple Document Classes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171

Folders and Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171Initial Batch and the Fax Entry Batch Prefix . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171Naming the Initial Batch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172Initial Batch and Document Class . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173Secondary Batches and Document Class . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173

Template Initial Settings Collection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173Types of Telephone Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

DID (Direct Inward Dial). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174DTMF (Dual Tone Multiple Frequency) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174ANI (Automatic Number Identification) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

Fax Identifier Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174CSID (Caller Station ID) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174Fax Channel ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

Capture Object Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175Fax Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175

Options for Batching Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176Single Page Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176Multiple Page Batches. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176Multiple Batches from a Single Fax Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176

Event Activator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177Before You Start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177Select the Document Classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178

Document Class Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179Organize Documents and Document Classes . . . . . . . . . . . . . . . . . . . . . . . . . 179Procedure Outline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180Create the Initial Settings Collection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180Create a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181Create a Folder and Initial Batch (Seed Batch). . . . . . . . . . . . . . . . . . . . . . . . . 182Configure Fax Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183Send a Fax to the Initial Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184Check Document Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186Copy Sample Page into the Initial Settings Collection . . . . . . . . . . . . . . . . . . . 186Create Secondary Settings Collections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187Add Secondary Settings Collections to Template . . . . . . . . . . . . . . . . . . . . . . . 188Configure the Initial Settings Collection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188


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First Rule: Create the Batch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189Test the First Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191Second Rule: Name the Batch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192Test the Second Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193Third Rule: Assign the Settings Collection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194Test the Third Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196Create Rules for the Remaining Document Classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196

Testing the Settings Collection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197Examples of Event Activator rule sets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198

Single Page Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198Multiple Page Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199Multiple Batches from a Single Fax Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199

Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199General Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199Common Problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200

Locked Batches -- General . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201

Document to Document Class Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201Initial Settings Collection Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201RightFax Component Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202Template Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202Inbound Fax Folder and Initial Batch Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202Fax Entry Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202Send a Fax to the Initial Batch Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203Property Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203Document Class and Settings Collection Worksheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203Secondary Settings Collection Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204Property / Document Class / Settings Collection Worksheet . . . . . . . . . . . . . . . . . . . . . . . . 204Event Activator Rule Set Worksheet 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204Event Activator Rule Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204Event Activator Rule Set Worksheet 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205Test Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205

Appendix H – NTFS Sweep . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206

NTFS Sweep terms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206NTFS Sweep Processing Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207

Configuration procedure to enable NTFS Sweep . . . . . . . . . . . . . . . . . . . . . . . 207Confirm Content Engine configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207Configure Windows security. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207

Domain Networks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208Local Computer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208

Determine top-level NTFS directory and create file templates. . . . . . . . . . . . . . . . . . . . . . . 208Configure Capture Manager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209Configure Capture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209

Create a Settings Collection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210Create a template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210Configure Record Activator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

Configure Fax Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

Appendix I – FileNet ADR Guidelines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212Constraints and limitations for Capture ADR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212Capture ADR in a distributed processing environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212Coordinating Communication in a Distributed Processing Environment . . . . . . . . . . . . . . . 215


15

Specifying the Location of the Shared Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215Changing the Location of the Shared Directory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215

Example of Auto-indexing in Capture ADR. . . . . . . . . . . . . . . . . . . . . . . . . . . . 215Indexes vs. Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215Configuring Auto-Indexing in Capture ADR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216

Appendix J – Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217Work Flow Analysis Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217Settings Collection Worksheet 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218Scanning a Sample Page for Index Values — DocProcessing . . . . . . . . . . . . . . . . . . . . . . 218Template Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219Assembly Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219Index Name Display Order Worksheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219Index General Options and Display Preferences Worksheet . . . . . . . . . . . . . . . . . . . . . . . 220General Index Field Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220Input Mask Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221Automatic Index Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221Range Validation Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222Menu Validation Worksheet 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222Menu Validation Worksheet 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223Currency Index Field Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224Commit Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224File Import Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225Index Verify Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225Property Worksheet — Attributes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226Event Activator Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226Repository Filter Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227

For Local, CS and CE Repositories: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227For IS Repositories: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227

Fax Entry Inbound Fax Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228Fax Entry File Import Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228Fax Entry Journal Log Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229Fax Entry Backup Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229Fax Entry System Configuration Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230Fax Entry Activity Trace Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230Fax Entry Processing Options Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231Capture Path Worksheet 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231Capture Path Worksheet 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232

Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233

Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDEWho Should Read This Manual?

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About this Manual

This manual accompanies Release 5.2.1 of IBM® FileNet® Capture Professional.

Who Should Read This Manual?This manual is primarily intended for Capture administrators. It is organized as follows:

“Part I - Capture Concepts” on page 18 includes information on planning your Capture system, and describes various fundamental Capture concepts such as repositories, document classes, settings, and capture paths.

“Part II - FileNet Capture Components” on page 48 provides information on the individual Capture components. The online Help for Capture Professional contains configuration instructions for each component.

“Part III - Capture Features” on page 61 includes chapters that describe how you can use various Capture features within a Capture system. Included are chapters on use of bar codes, patch codes, and filtering.

“Part IV - FileNet Capture Maintenance and Troubleshooting” on page 94 provides information on security, backup and restore procedures, as well as troubleshooting and performance suggestions.

“Part V - Appendixes” on page 116 contains additional information for specific hardware and environments.

Accessing IBM FileNet DocumentationTo access documentation for IBM FileNet products:

1. Navigate to the Information Management support page (www.ibm.com/software/data/support).

2. Select the appropriate IBM FileNet product from the “Select a category” list.

3. From the Product Support page, click Product Documentation under Learn.

4. From the Product Documentation page

a. If necessary, click the Doc Link for the appropriate component product to display the docu-ment list.

b. Click the icon in the appropriate release column to access the document you need.

Related DocumentsFor related information about the operation of the FileNet system, Microsoft Windows, and the supported scanners, refer to the following documentation:

FileNet Image Services System Documentation• Image Services Installation and Configuration Procedures for Windows Server

www.ibm.com/software/data/support

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDESoftware Education

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• Images Services System Administrator’s Handbook

• Images Services Administrator’s Companion for Windows Server

Windows Documentation

For information about Windows installation, configuration, and operation, see the documentation supplied by Microsoft with your Windows software. Also refer to the Microsoft Windows Hardware Compatibility List when selecting workstation hardware.

Scanner Documentation

Refer to the documentation supplied with your scanner for specific information about configuration and operation.

Software EducationIBM provides various forms of education. Please visit Global Learning Services on the IBM Web site at www-306.ibm.com/software/sw-training/.

Release NotesThe Release Notes contain important information about Capture. To download the Release Notes from the IBM support page, see “Accessing IBM FileNet Documentation” on page 16.

Comments and SuggestionsTo send comments and suggestions regarding the IBM FileNet documentation, please e-mail your comments to [email protected]. Be sure to include the name of the product, the version number of the product, and the name of the book (if applicable). If you are commenting on a specific text, include the location of the text (for example, a chapter and section title, a table number, a page number or a help topic title). Your suggestions help us improve the products we deliver.

[email protected]

[email protected]

www-306.ibm.com/software/sw-training/

www-306.ibm.com/software/sw-training/

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDEOverview

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Part 1 - FileNet Capture Concepts

Overview Use Capture Professional to add digital and paper-based documents to the FileNet system. You can add virtually any document type.

A typical FileNet Capture system includes:

Capture softwareCapture acquires images and files, assembles them into documents, indexes them for later retrieval, and commits them to the library.

Storage library The Image Services (IS) or Content Services (CS) server or Content Engine (CE) object store is used to store documents permanently for review. Documents can also be stored on optical media.

One of the following:

IDM Desktop The IDM Desktop or Web client programs display documents from an IS or CS server after they have been committed to the library.

FileNet P8 WorkplaceWorkplace displays documents in a Content Engine object store after they have been committed to the server.

Capture most frequently processes paper pages and photographs, electronic files, and faxes. Paper pages and photographs are scanned and digitized. Electronic files are imported in the original format from a network or local folder.

The processing steps in Capture are controlled by the following core components:

• Scan or File Import for image or file acquisition

• Assembly to group pages into documents

• Index to add properties to documents for later retrieval

• Commit to transfer documents to the server for storage

The following components provide additional functionality, but are not required:

• DocProcessing to enhance images, read bar codes, and detect patch codes after scanning

• Image Verify to enable an operator to check the quality of images

• Index Verify (for IS systems only) to check the values of index fields before a document is committed

• Event Activator to make events or actions occur automatically based on rules

• Blank Page Detection to detect blank pages in batches

• PrintFax (for IS systems only) to print or fax uncommitted documents from the BES repository

• Merge to combine multiple individual images files of the same or compatible type into a single, multi-page file.

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDEAutomation

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• Full-text and Zonal OCR to convert scanned or imported pages into text.

• Record Activator to declare FileNet P8 Records in Records Manager for documents committed to a Content Engine object store.

Each Capture component is configured separately. Components can be configured by the Capture operators as they use the system, or they can be configured by the system administrator and saved in a settings collection. (See “Settings Collections” on page 31.)

You can create as many settings collections as required by the different documents you process. For example, you might need one settings collection to process medical forms that are submitted on colored paper, and another, with different scan settings, to process dental forms on white paper. If you have different models of scanners, you might use a different settings collection for each scanner type, or you might use one settings collection for all scanners. If you change the scanner type on an existing batch, Capture attempts to use settings for the new scanner that are the most compatible with the settings you selected for the previous scanner. If there are any settings that cannot be reconciled, Capture displays a message so that you can make manual adjustments, if needed.

Settings collections are associated with a document class, which is a profile used to group similar documents. (See “Document Classes” on page 25.) The server uses the document class to specify index fields or properties. Capture uses the document class to specify security, indexing and committal information. A document class in Capture may have several settings collections associated with it.

Automation You can automate the document capture process by creating a capture path, listing the Capture components you use in the order that you use them. (See “Capture Paths” on page 35.) You can create several capture paths for different documents. For example, you can create a capture path for the documents that you scan, and another capture path for the documents that you import.

You can use a capture path with different settings collections. For example, if your medical and dental forms are processed with the same procedure, you can use the same capture path, but use a different settings collection that is created for each form. FileNet Capture uses templates to associate a capture path with the appropriate settings collections. The template shows the capture path and the settings collections that you can use with your forms.

Processing FlowFileNet Capture is designed to process similar documents together in groups called batches. When you create a batch, you must select a template. The template determines the capture path available settings collections.

After you create the batch, you can select the batch and use the following Capture components for specific purposes:

• Scan component or File Import component to fill the batch with pages.

• Assembly component to assemble the pages into documents

• Index component to add the information that enables users to search for each document

• Commit component to send the documents to the server.

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDEProcessing Flow

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If you created a capture path, you can run the capture path to automatically start the next step as each step is completed.

You can change the settings for the batch by selecting the batch and configuring the component that you want to change. These changes apply only to the batch that you selected, and not to the settings collection that is assigned to the batch.

To configure a settings collection, you can use the Settings Wizard or select the settings collection and configure the component that you want to change. These changes apply to all new batches that are created with the settings collection, but do nto apply to existing batches with the settings collection.

FileNet Capture provides additional components that you can add to this process, such as Image Verify that permits a review of images. To create a more sophisticated system, you can automate much of the processing, such as dividing pages into documents or adding index values. You can distribute processing between several workstations, including a dedicated scan workstations or indexing workstations.

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDEPlanning a FileNet Capture system

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Planning a FileNet Capture system

Careful planning ensures efficient configuration of your FileNet Capture system. Planning includes:

• Gathering information from your Image Services, Content Services, or Content Engine system administrator

• Analyzing your scanning requirements

• Considereration of required settings collections and templates.

After you configure and test your FileNet Capture system, you can automate the work through capture paths and distributed processing.

Coordinating with the system administrator Gather the information from the Image Services, Content Services, or Content Engine system administrator.

For Content Services and Content Engine systems:

For Image Services:

Item Where and When Used

Doc Classes Configuring settings collections

Custom Properties Configuring the Index component

Item Where and When Used

Doc classes report Configuring Settings Collections

Index Report Configuring the Index component

User and Group Security Reports for Capture Administrators and Users

Confirming that users and groups have security permissions appropriate to the tasks they perform.

List of IS Servers with Bes Cache Size of Each

Configuring the Capture Manager

Determining the maximum number of batches that can be processed during a processing cycle.

List of IS Servers with Page Cache Size of Each

Configuring the Commit component

Determining the maximum number of pages that can be kept in cache during a processing cycle.

List of Fax Servers Configuring third-party inbound fax components, if used

List of Print Servers Configuring PrintFax

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDEAnalyzing scanning requirements

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Analyzing scanning requirements Consider the documents you will scan. Each kind of document with a different document class requires a separate settings collection. Also, documents with different processing requirements (For example, colored paper or photographs), require different settings even if the document class is the same.

You can use the provided worksheets to write notes for the settings collections that you create. Blank worksheets are provided in “Appendix J – Worksheets” on page 217.

Analyzing the work flow Examine the work that users perform every day to define a list of specific tasks that they perform in the same order. You develop capture paths from this list of tasks.

Your document capture process might have more than one set of procedures. Define as many different work processes as necessary to accommodate all of your document capture requirements.

ExampleAt an insurance company, a work flow is as follows:

1. Mail clerks separate incoming mail into batches of similar documents, such as claim forms, new policy applications, information change request forms, and so on.

2. The mail clerks place patch codes on document and batch separator sheets.

3. These forms go to the scan operators for scanning into the Capture system.

4. Scan operators configure their scanner’s controls to produce the best possible image, create a batch, and scan documents into the batch.

5. Image verification operators verify that the images are satisfactory, and mark unacceptable documents for rescan.

6. Rescan operators rescan marked images.

7. Assembly operators perform document assembly, and then pass the batch of documents to an index operator who indexes (or adds properties to) the documents.

8. When processing is complete, a FileNet Capture operator or administrator with appropriate server security commits the documents to storage media (also known as adding the documents to a library).

Work Flow Analysis Worksheet The following example demonstrates a work flow to scan, verify images, rescan, enhance images, assemble, index, index verify, and commit batches.

Task Performed By Component

Open incoming mail mail clerk n/a

Sort mail into batches, place patch codes on document and batch separators

mail clerk n/a

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDECapture naming conventions

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For a blank copy of this worksheet, see “Work Flow Analysis Worksheet” on page 217.

Capture naming conventions Naming conventions help to organize Capture processing. You can use your company’s naming conventions in the FileNet Capture system. You might need to create new naming conventions for FileNet Capture-specific objects, such as repository sessions, templates, settings collections, and capture paths.

The following table shows the maximum number of characters allowed for different object names and repositories:

Because settings, capture paths, and templates are considered batches, you must name them according to the same naming guidelines for all other batches.

Designing settings collections and templates Use the settings collection and template worksheets in the Worksheets chapter and the information from the previous two steps to design your settings collections and templates. Because a template can associate several settings collections with a single capture path, consider your work flow automation to determine the templates you need to create.

Refer to the information in the Capture Professional online help for a complete description of the templates and instructions to configure it.

Scan batches scan operator Scan

Verify images, mark bad images for rescan verify operator Image Verify

Rescan images rescan operator Scan

Correct / Enhance images Enhancement operator DocProcessing

Patch code detection software (automatic) DocProcessing

Assemble images into documents and batches Assembly operator Assembly

Index batches (IS) or add properties (CS or CE)

index operator Index

Verify indexing (IS only) index operator Index Verify

Commit or add to library system administrator Commit

Repository Type

Object Type IS Local CS and CE

Root 64 64 64

Folder 60 64 64

Batch 18 64 64

Document 200 64 64

Page* 180 64 64

*The page name length also includes the MIME-type string for the page image data. The longer the MIME-type string, the shorter the page name must be.


IBM FILENET CAPTURE ADMINISTRATOR’S GUIDECreating settings collections and templates and configuring FileNet Capture components

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Creating settings collections and templates and configuring FileNet Capture components Refer to FileNet Capture Professional online help to create the settings collections and templates. Configure the components in each settings collection.

Testing the settings collectionsCreate a test batch of typical documents for each of your settings collections, and run the batch through all of the required components. Make any necessary adjustments to the settings collections.

Designing capture paths and distributed processingUse the capture path worksheet in the Worksheets chapter and your analysis of the work flow to design and create the capture paths that are required by your business processes. Consider your distributed processing requirements and complete any necessary distributed processing worksheets. For more information, see “Capture Paths” on page 35, and “Distributed Processing” on page 84.

Testing Capture automation Create a test batch of typical documents for each of your capture paths, and run each capture path. Make any necessary adjustments to the capture path or settings collections.

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDEDocument Classes

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Document Classes

OverviewA document class is a profile created and stored on the Image Services, Content Services, or Content Engine server that defines security permissions, index fields and acceptable values, document storage rules, and other parameters for each type of document. The server administrator creates a document class using the Database Maintenance application.

Capture associates each batch of documents with an appropriate document class to define the index properties that will be associated with each document, and to establish other settings that will be used to process the batch. Document classes cannot be deleted, and changes to existing document classes should be kept to a minimum.

When Capture is configured to use a remote repository, such as an Image Services or Content Services library, or a Content Engine object store, all the document classes on the server can be used in Capture. Use the following three steps to use a document class in Capture:

1. Build a settings collection that specifies the desired document class.

2. Define a template that uses that settings collection.

3. Create a batch that uses the template and settings collection.

When Capture is configured to use a local repository, there is no document class information available. If you want to create batches on the Local repository that will later be used on another Image Services, Content Services, or Content Engine repository, you must copy the Config folder from the remote repository to the Local repository. Then, use one of the templates copied from the remote repository to create a new batch on the Local repository. The batch must be moved back to the remote repository for indexing and committal. For more information, see “Moving Objects from One Repository to Another” in the online Help for Capture Professional.

The Capture components use document class settings as default values. However, if a Capture component has been configured to a different value than that defined in the document class, the component setting takes precedence and is used for batch processing.

Example The migration delay time can be defined in both an Image Services document class and in the Capture Commit component. If the migration delay time configured in the Commit component is different from that configured in the document class, the batch uses the value configured in the Commit component. For more information, see “Overrides to Document Class - IS Systems Only” on page 28.

Image Services Document Class Reports Several reports from an Images Services server can be helpful in configuring Capture settings collections.

Document Class Report The IS Document Class Report describes document classes on the IS, and is helpful in creating settings collections. For more information, see “Document Class Report” on page 26.

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User Indexes Report The User Indexes Report gives detailed information about the index fields used by each document class, and is useful in configuring the Index component. For more information, see “User Indexes Report” on page 26.

Document Class ReportThe example below shows a Document Class Report from an Image Services server. The fields typically of interest to the Capture administrator include Class Name, Indexes, Required, Batch Total, and Verify. Capture does not use the Auto Indexing field from the IS document class. Some configuration options from the document class can be overridden by the settings collections in Capture. For more information, see “Overrides to Document Class - IS Systems Only” on page 28.

User Indexes ReportThe example below shows a single entry in an IS User Indexes Report, including common entries for a date type index field. The name of the index, Date_yyddd, is also shown in the Document Class Report on the previous page.

The fields typically of interest to the Capture administrator include Name, and Index Type.

Class Name : Med_Claim WorkFlo System :

Pages/Document : 1 WorkFlo Queue :

Batch Size : 50 Retention Disposition: DELETE

No. of Indexes : 4 Retention Base : CLOSING DATE

Cluster Index : Retention Offset : 12

Disk Family : SingleSlot Enable Cataloging : YES

Migrate to O.D.: YES Migration Delay : NO

Description : Medical Claim -- Short Form

Indexes Required Batch Total Verify Auto Indexing

------- -------- ----------- ------ -------------

Date_yyyymmdd X

Claim_Number X

Name_Last

Name_First

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Obtaining Document Class Reports for Image ServicesTo configure settings collections, obtain the following information from the IS system administrator:

• A list of the document class names to use in Capture.

• Printed copies or files of the Document Class Report and the User Indexes Report. The IS System Administrator’s Handbook describes these reports and how to create them.

Document Classes and Settings CollectionsIn Capture, each batch is assigned a document class through the settings collection selected when the batch is created. The document class defines the indexing requirements, among other things.

When a document class is changed after it is in use in a Capture settings collection, undesirable behavior can result. The settings collection and its associated indexing information is based on the old version of the document class, but new batches that are created with the settings collection get the revised indexing information. The indexing settings will probably be wrong as a result.

You can avoid potential settings collection and document class mismatch problems by following the guidelines below. The document class items are under the control of the library’s system administrator.

• Before changing any document classes or settings collections, complete processing of any batches in the repository. Do not allow new batches to be created until the changes are completed and tested.

• Keep the document classes as stable as possible.

• Create new settings collections for any changed document class.

• Delete any settings collections based on the old document class versions.

• Delete templates based on the obsolete settings collections.

• Do not create new batches based on the obsolete settings collections.

Name : Date_yyyymmdd Column Name : A63

Index Type : DATE Mask :

Retrieval Key : NO Menu Name :

Upper Case : NO Maximum Size:

Description : Day of Year Date

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Index Options From the Document Class The table below defines the effect of certain document class configurations in Capture. The server controls the index settings shown in the table; they cannot be changed in Capture.

To make changes to these document class options, you must request that the server administrator make the desired change.

Overrides to Document Class - IS Systems OnlySome IS document class configuration options overlap with Capture Assembly and Commit component configuration options. Capture can use the values as they are specified in the document class, or the values can be changed when configuring a settings collection or batch.

When a Capture batch with overridden values is committed, the IS software accepts the documents and uses the values set by Capture. There is no conflict because the IS software does not check values.

Capture can use or override the IS configuration options shown in the next table. The following table shows the equivalent settings for each option.

Field Effect in Capture

Required An index field defined as Required in the document class must be indexed in Capture. An index value must be entered into the field.

Batch Totals (IS only) The IS controls all batch total configuration. In Capture, batch totals can be enabled for a batch, and statistics can be generated after the batch has been indexed.

Index Verify (IS only) An index field defined as Index Verify in the document class must be verified by a Capture operator.

Autoindexing The configuration of this field on the server has no effect on Capture automatic indexing.

Default Value (CS only) If a default value is configured on the CS server, it will be used by Capture.

Capture Component Capture Configuration Options IS Document Class Options

Assembly Force Document To Contain The Number Of Pages radio button

Pages Per Document field

Pages/Document: F (Fixed)

Untitled field to hold number of pages

Each Document Contains A Variable Number Of Pages radio button

Pages/Document: V (Variable)

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The Capture and document class values used may be:

• Changed in Capture for a settings collection. (Changed values will be used for all batches with the settings collection.)

• Changed in Capture for a specific batch. (Changed values will be used for the single batch only.)

For more information, see “Settings Collection Overrides to Document Class” on page 31.

For more information about assembly and commit, see “Assembly” on page 53, and “Committing Documents” on page 57.

Special Document Classes When you are using an Image Services (IS) library or a Content Services (CS) library, templates and capture paths use the “Indexless” doc class when the batch (template or capture path) is created. When you are using a Content Engine (CE) library templates and capture paths use the “Document” doc class.

For both the “Indexless” and the “Document” doc class, the security must be set so that a user creating a template or capture path can access it.

A default document class of “Indexless” is used to create a template on IS and CS libraries. A default document class of “Document” is used create a template on CE libraries.

NOTE When Capture is installed for the first time, the System Administrator for the associated library may need to add either the Indexless or Document doc class before Capture can be used.

Updating Doc Class Definitions Through Capture ManagerPeriodically you may need to use Capture Manager to update the doc class definitions on a workstation. This ensures that the doc class definitions on the Capture repository on the workstation match the definitions on the library. (Updating doc class definitions is particularly important if you are using an offline repository type, such as an Offline Image Services repository.) See the online help for Capture Manager for more information.

Capture Component Capture Configuration Options IS Document Class Options

Commit Commit With Migration radio button (checked, enables Delay By field)

Migrate To O.D.: YES

Commit Without Migration radio button

Migrate To O.D.: NO

Delay By field: number of minutes to delay

Migration Delay: YES

Hours: number of hours to delay

Days: number of days to delay

Delay By field: grayed (Commit With Migration NOT checked)

Migration Delay: NO

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NOTE Use the Update Doc Class Definitions function in Capture Manager only when workstations are idle and no processing is taking place. If users are attempting to Index while the doc classes are being updated, errors may occur.

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Settings Collections

OverviewA settings collection specifies the following items that will be used in capturing a batch of documents:

• Configuration settings of various Capture components that will be used for capturing a particular type of document

• Settings for a selected scanner (or for file import)

• A document class (in a particular repository)

You can create as many settings collections as required by the different types of documents you process and the different models of scanners you use.

Settings Collections and Document Class Document classes are designed and created on the Image Services, Content Services, or Content Engine server. In Capture, each batch is assigned a document class through the settings collection selected when the batch is created. The document class defines the indexing requirements, among other things.

For more information about document classes, see “Document Classes” on page 25.

Settings Collection Overrides to Document Class Some document class configuration options overlap with the Capture Assembly and Commit component configuration. Capture can use the values in the document class, or the values can be changed when configuring a settings collection or batch.

When a Capture batch with overridden values is committed, the server software accepts the documents and uses the values set by Capture. There is no conflict, because the changes do not affect the server.

Capture can use or override the server configuration options shown in the next table. The table shows the equivalent settings for each option.

Capture Component Capture Options Server Options

Assembly Force Document To Contain The Number Of Pages radio button

Pages Per Document field


Untitled field to hold number of pages



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Configuring Components in a Settings CollectionYou can configure most, but not all, components in a settings collection with the Settings Wizard. You cannot configure the Index, Index Verify or Event Activator components through the wizard; use the non wizard procedure. See Settings Collections in Help for Capture Professional for instructions.

The list of components displayed in the Settings Wizard is controlled by the components shown in the Capture Manager component list.

Component List Settings collections define the configuration of the following Capture components:

Capture Component Capture Options Server Options

Commit

(Image Servicesservers, only)

Commit With Migration radio button (checked, enables Delay By field)

Migrate To O.D.: YES

Commit Without Migration radio button

Migrate To O.D.: NO

Delay By field: number of minutes to delay

Migration Delay: YES

Hours: number of hours to delay

Days: number of days to delay

Delay By field: grayed (Commit With Migration NOT checked)

Migration Delay: NO

Component Chapter / Section

Key Components Scan “Scan” on page 50

Assembly “Assembly” on page 53

Index (not in wizard list) “Index component” on page 56

Commit “Committing Documents” on page 57

Scan Alternatives File Import “Importing Files” in Capture Professional online help.

Third-party fax component and Fax Entry

“Fax Entry” on page 91

Image Enhancement DocProcessing “Image Enhancement” on page 62

Verification Image Verify “Image Verify Overview” in Capture Professional online help.

Index Verify (not in wizard list)

“Overview of Indexing” in Capture Professional online help.

Automation Event Activator (not in wizard list)

“Event Activator” on page 64

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You can change the component settings for a settings collection or a batch.

Settings Collection When you change the component settings of a settings collection in the Config/Settings folder of the repository, all new batches using that settings collection will be processed with the changed settings.

Batch When you change the component settings of a batch in the repository, only that batch will be processed with the changed settings.

NOTE If you select a batch and select Edit/Settings from the main menu bar, you will change the settings collection. To change settings for a batch only, select the batch and select Tools/Configure/ and the Capture component you wish to change.

Operators can change Capture component settings on their individual workstations and apply these changes to a specific batch. The changed settings travel with the batch. The changes do not apply to the settings collection that the operator originally opened. Operators with system administrator rights cannot change settings collections. Only the Capture administrator can edit the settings collection in the repository. All batches subsequently made from the edited settings collection will reflect the changes.

Sample Pages A sample page contains examples of object properties used to configure a settings collection. Often, the properties desired from a sample page are bar code types or values. You can include a sample page in a settings collection by scanning, importing a file, or receiving a fax. Sample pages are stored in a settings collection folder. A settings collection can contain more than one sample page.

You can use sample pages to provide properties for the following components:

Index

Event Activator

Blank Page Detection

Forms ID

Records Activator

Once the settings collection has registered the properties, the sample pages are no longer required. You may want to keep the sample pages with the settings collection to make changing

Other Blank Page Detection “Blank Page Detection Overview” in Capture Professional online help.

PrintFax “Overview of PrintFax” in Capture Professional online help.

Viewer “Viewer Overview” in Capture Professional online help.

Zonal OCR “Zonal and Full Text OCR” on page 59

Full-Text OCR

Record Activator “Record Activator” on page 88

Component Chapter / Section


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the settings collection easier. If the sample pages are removed, you must scan or import a new sample page and run Event Activator, if required, to obtain the properties for the changes to the settings collection.

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Capture Paths

Overview of Capture PathsYou automate the document capture process by creating a capture path, listing the Capture components you use in the order that you use them. The capture path specifies the processes, and the order in which they are performed. For example, a capture path might instruct the system to first scan the pages, then display them for image verification, then assemble them for subsequent indexing. The specifics of each step, such as the scan resolution and which pages to display for image verification, are controlled by the settings collection.

Capture runs the capture path and passes a batch of work automatically to the appropriate components for processing as defined in the capture path. All your Capture operators have to do is respond to prompts from the capture path.

You will probably require several capture paths for the different documents you process. For example, you can create a capture path for the documents you scan, and another for the documents you import. Multiple users can use the same capture path, so if you scan only one type of document you need define only one capture path. Capture paths are stored with settings collections and templates in the Config folder of a repository.

Capture paths run on operators’ workstations. All Capture components used in a capture path must be installed on the operator’s workstation.

See the online Help for Capture Professional for detailed instruction for creating a capture path.

Configuring Components for a Capture PathThe following table lists the components that can be used in a capture path as well as any special considerations for each component.

Component Notes

Scan The continuous scanning feature cannot be used in a capture path.

The Rescan feature cannot be used in a capture path.

Use Scan Ahead only when the step in the capture path after scanning is also an automated process, such as DocProcessing or automated Assembly. Disable Scan Ahead when the step in the capture path is a manual process, such as Image Verify.

You can configure the Scan component to scan one page at a time, then wait for the operator to accept, reject, or mark the scanned image for rescan before scanning the next page. See the Capture Professional Online Help for complete instructions.

File Import

Blank Page Detection

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Doc Processing Includes the following post-scan functions:

Bar Code: Performs bar code detection and recognition tasks.

Patch Code: Performs patch code detection and recognition tasks.

Forms ID: Matches pages against predefined sample forms to quickly identify form document types.

Image Enhancement: Provides enhancement features like despeckle, deskew, and streak removal.

Image Verify When you use Image Verify, consider the following:

• If an operator marks a page as Reject, Image Verify turns the scanner on, flushing the scanner’s buffer of any pages it may contain. This can cause problems if you have the Scan Ahead feature in the Scan component enabled to maximize throughput.

• You can configure the Scan component to scan one page at a time, then wait for the operator to accept, reject, or mark the scanned image for rescan before scanning the next page. See the Capture Professional online help for complete instructions.

• Image verification may be performed either at the scanning station, or at another station that can access the same repository. To use Image Verify on a separate workstation, you must have the Scan component installed and a scanner attached to the station to rescan pages at that workstation.

• In distributed processing, when a batch completes image verification with all pages accepted, the other stations polling for batches in the next phase will see the batch. If one or more pages in a batch are rejected or marked for rescan, the batch will be marked as In Error. A supervisor or rescan station can see the batch by polling for batches with a Next Phase of Index, Commit, or Rescan and a Status of Error.

Event Activator If you use the Event Activator to switch to a different settings collection, note that all the settings collections you switch to within one capture path after the batch is created must use the same document class. Note also that the change in settings collections does not affect any component in the capture path that comes before the Event Activator.

For more information about Event Activator, see “Event Activator” on page 64.

Assembly Assembly differs from the other Capture components in that it doesn’t pass pages on as it receives them, but holds them until it can assemble them into documents and batches. Until it assembles and releases these pages, it produces an Empty output that must be looped back to the Scan or Import component to send the next page to Assembly.

If the capture path does not loop back to the Scan for another page, Scan will drop any pages it has buffered when the capture path terminates, resulting in a one-page batch. Remember to include this loop in your capture paths.

Index

Index Verify The Index Verify component is not available for CS or CE repositories.

Merge You must assemble the documents before you can use the Merge component.

Component Notes

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Sample Capture Paths Capture comes with sample capture paths. You can use these capture paths if they fit your processing requirements, or you can copy them and edit them for your environment.

The sample capture paths have no settings collections or templates associated with them, so you must create the settings collections, then configure the templates that associate the capture paths and settings collections.

These capture paths are installed automatically in the local repository. They reside in the Config/CapturePaths folder. Remember that the local repository cannot support indexing or committal, so if you want to use sample capture paths that include index, index verify, or commit components, you must copy them to an IS, CS, CE or offline repository. Save the associated settings collections you create in the Config/Settings folder and the associated templates in the Config/Templates folder.

Work Flow Examples This section provides two examples of mapping components to tasks in your work flow to plan a capture path.

Work Flow Example 1 The following example demonstrates a work flow in which the scan operator scans, verifies images, and performs image enhancement and document assembly. An index operator indexes and commits batches.

The table lists the tasks that are performed manually at the facility, and shows the Capture components that can be used to automate the process. Note that while most operations can be automated with Capture, some of the preparation must still be performed manually.

Full Text OCR You must assemble the documents before you can use the Full Text OCR component.

Zonal OCR

Record Activator The Record Activator component is available for CE repositories only.

Viewer The viewer is rarely used in a capture path.

Commit

Task Performed By: Component

Open incoming mail mail clerks N/A


mail clerks N/A


Patch code detection software (automatic) Scan

Verify images/rescan if necessary scan operator Image Verify

Scan

Correct/Enhance images scan operator DocProcessing

Component Notes

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Work Flow Example 2 This example involves more workers performing more specialized tasks. In this example, the image enhancement and rescanning might be performed on specialized workstations.

Capture Path Guidelines Plan the work flow of a capture path before you create it in the system. You must have a clear idea of all the processing steps the capture path will include before you start the Capture Path Wizard.

NOTE Do not edit a capture path containing components that are not installed on your system.

Capture paths should contain more than one componentCapture paths describe a sequence of processing steps that a batch will undergo. If you need only one component, it is easier to start that component manually from the native interface than to use a capture path.

The sequence of events must be logicalCapture paths process a batch in the order in which the components are linked together. This order must make logical sense. The Wizard checks for proper syntax of a capture path to insure that the outputs are connected to inputs. It does not check the logical order of the components.

Assemble pages into documents and batches scan operator Event Activator

Assembly

Index batches index operator Index

Verify indexing index operator Index Verify

Commit to IS index operator Commit


Open incoming mail mail clerks N/A


mail clerks N/A


Patch code detection software Scan or DocProcessing

Assemble images into documents and batches scan operator Event Activator

Assembly

Verify images, mark bad images for rescan verify operator Image Verify

Rescan images verify operator Scan

Correct/Enhance images enhancement operator

DocProcessing

Index batches index operator Index

Verify indexing index operator Index Verify

Commit to IS system administrator Commit


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Review the individual chapters for each component to determine whether there are any dependencies. For example, if you are using the Full Text OCR component in a capture path, you must use the Assembly component first to assemble the documents before you can run Full Text OCR.

The Event Activator is an integral part of the Assembly process To use the Assembly component to automatically assemble pages into documents, batches, and folders using bar codes or patch codes, you must formulate rules in the Event Activator. These rules direct Assembly to separate, identify and assemble the stream of pages. Event Activator rules define the criteria for deciding where documents, batches, and folders begin and end within the page stream. The Event Activator must precede Assembly in the capture path in those cases.

Scan and File Import have special requirementsScan and File Import bring images into the document capture environment. When they run outside of a capture path, they handle groups of images together as a batch. For example, in ad hoc mode Scan scans all the pages in the hopper and places them in a batch.

When Scan or File Import run as part of a capture path, they handle each image individually. Scan, for example, scans a piece of paper, places the resulting image in a batch, then makes that image available for processing by the next component. The image is processed by the other components in the capture path until it reaches Assembly. Assembly processes the image, based on information provided by the Event Activator, then holds the image, since it doesn’t have a complete document yet. The capture path loops back to Scan, and gets another image for processing. If the capture path does not loop back to Scan for another image, Scan will drop any images it has buffered when the capture path terminates, resulting in a one-image batch.

File Import also passes one image at a time to the next component in a capture path.

Because of this image-based interdependency, Scan or File Import must run on the same machine as the Event Activator and Assembly. Your scan operator must perform assembly before work can pass to a different station for more processing.

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Configuring the User Interface

The FileNet Capture native user interface is a collection of elements that you can configure for each workstation. You can create a custom interface at each Capture workstation so that users see only the controls and functions they need to do their jobs.

You can install specific FileNet Capture components on each workstation.

Scan-only workstation For a scan-only station, all toolbars that are not used are disabled.

Status BarList ViewTree View

ScanTools Palette

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ComponentsA Scan-only workstation includes all of the components for a Capture scanning package. The actual scan package you install depends on the scanning volume and the type of scanner that is used.

ViewsIn the Scan-only workstation, the Tree View and List View and are enabled and the Workspace pane is disabled. Because the operator at a scan-only station is not verifying or assembling pages, the scan operator does not require a view in the Workspace pane.

ToolbarsThe Tools Palette toolbar is enabled. On a scan-only station, you install only the Scan component and the Event Activator component, if the Event Activator is needed by the operator’s capture path. The Tools Palette toolbar shows only buttons for components that are installed on the workstation.

The following toolbars are disabled:

• Standard toolbar: Contains buttons for Copy, Cut, Paste, Print, and Help. A scan-only operator does not need access to these functions.

• List View toolbar: The operator does not need to see this toolbar because the List View is set to display objects in a List format.

• VCR Buttons toolbar: Provides controls that allow an operator to scroll through objects in the List View. The VCR Buttons toolbar also contains the Stop button, which stops the Scan component. There is also a Stop commend on the Tools menu. At some sites, you might need to leave the VCR Buttons toolbar enabled.

• Blank Page toolbar: The Blank Page component is not installed on a scan-only station. In this scenario, blank page detection takes place on an Assembly workstation.

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Scan and verify workstation For a scan and image verify workstation, when the image verify component is running, most toolbars and buttons are inactive. All toolbars that the operator does not use are disabled.

ComponentsA scan and image verify workstation includes all of the components for a FileNet Capture scanning package. The actual scan package that you install depends on the scanning volume and type of scanner that is used.

ViewsIn a scan and image verify workstation, the List and Tree Views are enabled, and the workspace pane is open to accommodate the Viewer. The List View is configured to display objects in a thumbnail format.

Viewer

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ToolbarsThe Tools Palette is enabled and includes the buttons to start the components that are installed on the workstation. In the scan and image verify workstation, there are buttons for the Viewer, Assembly, Image Verify, Event Activator, Scan, and Blank Page Detection.

The Viewer shows the standard toolbar, which can be disabled by configuring the Viewer component.The Image Verification toolbar is enabled in the Viewer when the Image Verify component starts.

VCR Buttons toolbar is enabled so that the user can use the buttons to scroll through images.

The Blank Page toolbar is enabled.

The following toolbars are disabled:

Standard toolbar: Tthe user on the scan and image verify workstation seldom needs to cut, copy or paste.

The List toolbar is enabled.

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Image Verify and Assembly Station In an image verify and assembly workstation, when the image verify component is running, most of the toolbars and the buttons are inactive. The stop button is active.

ComponentsAn image verification and assembly workstation includes all of the components for a Capture Document Entry package. For a typical image verification and assembly workstation, Scanning is not required.

ViewsIn an image verification and assembly workstation, the Tree View and List View are enabled, and the workspace pane is open to accommodate the Viewer.

TreeView

ListView

Viewer

ViewerToolbar

Image VerifyTools Palette

Image VerifyToolbar

VCRButtons

List ViewToolbar

StandardToolbar

StatusBar

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ToolbarsThe Standard toolbar is enabled to give the operator access to the copy, cut and paste tools.

The List View toolbar is enabled and configured to display objects in thumbnail view.

The VCR Button toolbar is enabled so that the operator can scroll through the images.

When the Viewer and Image Verify components are active, the respective toolbars are enabled. The buttons for the Image Verify toolbar are: accept, delete, rescan, and image verify attributes.

The Tools Palette shows icons for all components that are installed on the system. In an image verification and assembly user interface, there are buttons for the viewer, assembly image verify, and event activator.

Because the Scan component is not installed on this workstation, there is no Scan toolbar.

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Index-Only Station For an index only workstation, because the index component is running, most toolbars and buttons inactive. The stop button is active.

Index display preferences, which control the Viewer and Index input fields, are configured by using the Display Preferences tab in the Index Control Properties window,

ComponentsAn indexing workstation includes all of the components for a Capture Document Entry package. Typically, scanning is not required for an indexing workstation.)

ViewsIn an indexing workstation, the List and Tree Views are enabled, and the workspace pane is open to accommodate the Viewer and the Index fields.

StandardToolbar

ListToolbar

VCRToolbar

ViewerToolbar

IndexTools Palette

TreeView

ListView

ViewerStatus Bar

IndexEntry Fields

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ToolbarsThe Standard toolbar is enabled to give the operator access to the copy, cut and paste tools.

The List View toolbar is enabled.

The VCR Buttons are enabled so that the operator can scroll through the images.

The Tools Palette is enabled. In an indexing workstation, there are buttons for the Viewer, Assembly, Image Verify, Event Activator, and Index components.

Because the Scan component is not installed on this workstation, there is no Scan toolbar.

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Part II - FileNet Capture Components

Components Overview

Capture includes the various components that are included in the standard Capture Professional installation. Some components are optional. For more information, refer to the FileNet Capture Professional online help.

Scan: Performs scanning operations for scanners interfaced to the workstation with Kofax and Pixel Translations drivers.

Batch Export Import: Transfers the contents of a batch (batch, folder, document, page, image) from a source batch to a destination batch.

File Import: Imports files into the Capture system. You can import ny type of file.

Doc Processing: Provides the post-scan functionality listed below.

Patch Code: Performs patch code detection and recognition tasks.

Bar Code: Performs bar code detection and recognition tasks.

Image Enhancement: Provides features such as despeckle, deskew, and streak removal.

Forms ID: Matches images against predefined master forms to identify form documents.

Blank Page Detection: Detects and flags blank images that are later removed by the Assembly component.

Image Verify: Displays images for a user to verify. The user can accept or reject images, or mark the images for rescan at a later time. The Image Verify Attributes feature allows users to view the attributes of each image, and to change the attributes if necessary.

Event Activator: Automates events or actions within a capture path, based on formulated rules.

Assembly: Sorts, organizes, and groups individual scanned, imported, or faxed objects into documents for storage. A user can manually assemble documents within the Tree view, or the system administrator can configure the component to automatically assemble pages into documents, based on assembly criteria that the administrator specifies.

Index: Facilitates indexing images before committal. Automatic indexing is supported.

Index Verify: Verifies previously-entered index data. If discrepancies exist, an operator can make corrections before committal (IS only).

Record Activator: Translates the FileNet P8 record definition into metadata and attribute information, which is stored internally in a record profile. The record profile information is attached to each document. After the document is committed in Capture, a record is declared in the FileNet P8 system with the appropriate record information.

Commit: Commits batches to an Image Services (IS), Content Services (CS) or Content Engine (CE) repository for storage.

Full-text OCR: Converts scanned pages, parts of scanned pages and documents into editable text and stores them in a variety of output files.

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Zonal OCR: Converts specific areas of scanned pages, such as an account number field, into text that can be used when autoindexing scanned pages.

Merge: Combines multiple individual image files of the same or compatible type into a single, multi-page file.

Viewer: Displays images in the Workspace view. While an image displays in the Viewer, an operator can zoom the Viewer in or out, rotate the image, invert its colors, and adjust the brightness and greyscale settings.

Print Fax: Prints or faxes an uncommitted document from within the Capture Tree View. Capture cannot view committed documents.

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDEScan

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Scan

Overview of Scanning Scanning is the process of passing a paper page through an optical scanner and digitizing the resulting image. Capture can receive images from a variety of flat bed and automatic-feed scanners and can store the images in several different formats, including black-and-white only or color. Using the various image enhancement options of Capture, you can modify the images so that the image will be clearer or text on it more readable when it is later retrieved.

Scanning is one of the methods by which information is entered into the Capture system. The others are by importing files and receiving faxes.

File formats and scanner settingsThe following table shows the output file format based on the scanner settings.

Table 1: Image Encoding

Scanner Settings

Black and White Grayscale Color

Color/bit depth

Compression Color/bit depth

Compression Color/bit depth

Compression

Adobe PDF 1 Group 4 8 Sequential JPEG

24 Sequential JPEG

Auto-Select 1 Group 4 8 Sequential JPEG

24 Sequential JPEG

JPEG N/A N/A 8 Sequential JPEG

24 Sequential JPEG

JPEG 2000 N/A N/A N/A N/A 24 JPEG 2000

TIFF Group 3 1 Group 3 8 Sequential JPEG

24 Sequential JPEG

TIFF Group 4 or Color

1 Group 4 8 Sequential JPEG

24 Sequential JPEG

Auto-Select with dual streaming, JPEG

1 Group 4 8 Sequential JPEG

24 Sequential JPEG

Auto-Select with dual streaming, JPEG 2000

1 Group 4 N/A N/A 24 JPEG 2000

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Scanning Options The options and features available to you depend on the type of scanner installed, and the interface board that is used. For detailed information about scanning options, see the FileNet Capture Professional online help .

The Scan Ahead option uses a buffer to store pages as they are scanned and before they are transferred to the Capture repository. When Scan Ahead is enabled, scanner page throughput is improved because the scanner can scan pages faster than the pages are transferred to the repository. When this feature is disabled, there is more user control over the scanning process.

The scan ahead buffer is a software buffer created on the hard drive of the workstation. Some scanners use a hardware buffer to store pages for a similar purpose. For example, some Kodak scanners have buffers in the scanner, and some Kofax boards buffer pages in a device cache.

The number of pages that can be stored in the Kofax buffer is configured through the Device Cache option in the Kofax software.

Use Scan Ahead only when the step in the work flow after scanning is also an automated process. For example, enable Scan Ahead when the process after Scan is DocProcessing or automated Assembly. In such a work flow, running DocProcessing or Assembly on a separate workstation can significantly increase the speed of throughput.

Disable Scan Ahead when the step in the work flow after scanning is a manual process. For example, disable Scan Ahead when the process after Scan is Image Verify, and you want to verify every page and rescan bad pages

Retain Buffered Pages When Performing Abort Use this feature to control the retention or deletion of pages in the scan ahead buffer when Scan processing is stopped by the operator. This feature is used with Allow Scan Ahead and can only be configured when Allow Scan Ahead is enabled.

Select this option to keep any pages that might be in the scan ahead buffer when the operator stops scanning. Pages remaining in the buffer will be sent to the repository.

Clear this option to delete the pages in the scan ahead buffer. No pages from the bugger will be sent to the repository

Recovering from an error or other stoppage is the same with either option. The operator checks the last page shown in the Capture Tree View or List View, checks that the correct batch is selected, loads the scanner feeder with the remainder of the batch starting with the first unscanned page, and resumes scanning.

For very high speed scanners with large buffers, having the operator count back in the batch to the last unscanned page is not practical. There can be far too many pages. In such a case, have the operator delete the existing pages from the batch, restack the batch to its original form, and scan the batch again from the beginning.

Kofax and Long Pages The number of features you can configure to run at scan time is limited by the amount of memory on the Kofax board as well as the typical page size. Factors that may affect the amount of memory needed include page size, scan mode (simplex or duplex), DPI, color depth, bar code recognition, patch code recognition, rotation and deskew.

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Kofax board memory limitations are most often noticed when the Kofax tool kit is configured for a large or long page size (11 x 17 inches or larger) and bar code, patch code, or deskew is enabled. Using these features together can cause Scan to fail to run and return several different Kofax error messages.

For troubleshooting information, see “Errors scanning long pages” on page 110.

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Assembly

How Assembly Fits in the Capture Work Flow Assembly is the process of organizing and grouping scanned, imported or faxed pages into documents. A Capture operator can assemble a document manually by selecting pages in a batch, or you can automate the assembly process using Assembly options, such as Fixed Page Count, or by using page separators, such as patch codes or bar codes.

Assembly is done after pages have been scanned, imported or faxed, and before the documents are indexed. Complete all assembly processing before beginning index processing. (The Index component cannot process batches that have not been assembled into documents.) Although, manual assembly can be done after documents have been indexed, index values can be lost if the assembly is not done properly.

See Capture Professional online Help for detailed information about Assembly options.

Fixed page count assemblyUse fixed page count assembly when the assembled documents will always contain the same number of pages. The maximum number of pages per document is 1000.

For example, for a batch consisting of two-sided medical claim forms, in the Assembly component, you can specify the number of pages equal to 2. Each assembled document will represent the front and back of the form.

• Any pages remaining at the end of the batch are assembled into a document that may have fewer pages than the other documents.

• The pages are assembled into documents in the order they appear in the batch.

The batch and document structure created by the Assembly component can be changed by an operator manually reassembling the batch. To prevent manual assembly, see “Reassembly” on page 55.

Variable Page Count Assembly Use variable page count assembly when the assembled documents will contain differing numbers of page. The maximum number of pages per document is 1000.

Patch codes are often used as separators. However, any property available to the Event Activator can be used as the trigger for separation. For more information about separators, see “Separators” on page 54.

The batch and document structure created by the Assembly component can be changed by an operator manually reassembling the batch. To prevent manual assembly, see “Reassembly” on page 55.

ExampleA batch contains several accident claim form packages that vary from 5 to 9 pages. Each package is separated by a page containing only a patch code 1. In configuring the Assembly component,

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you select the Each Document Contains a Variable Number of Pages option, and configure the Event Activator to create a new document when it encounters a patch code 1.

The Assembly component organizes the pages into documents of varying page counts, starting a new document each time it encounters a patch code 1. The pages representing the separator sheets can be kept or discarded based on an option in the Event Activator configuration.

Specified Page Count Assembly with Verification Use specified page count assembly with page count verification when the assembled documents will contain the same number of pages, and you want to verify that each document contains the correct number of pages. The maximum number of pages per document is 1000.

The value in the Pages per Document field is automatically filled when defaults for images and documents are defined for the document class on the server.

Patch codes are often used as separators. However, any property available to the Event Activator can be used as the trigger for separation. For more information about separators, see “Separators” on page 54.

The batch and document structure created by the Assembly component can be changed by an operator manually reassembling the batch.

ExampleA batch contains several accident claim form packages of 10 pages each. Each package is separated by a page containing only a patch code 1. In configuring the Assembly component, you select the “Verify Document Contains the Expected Number of Pages” option, set the value in the Pages Per Document field to 10, and configure the Event Activator to create a new document when it encounters a patch code 1.

The Assembly component organizes the pages into 10-page documents. The assembly process checks each document and displays an error message when it encounters any document that contains more or fewer pages than 10.

Separators Any property available to the Event Activator can be used as a trigger for separation. Each type of separator has its advantages. The items used most often for separating objects are patch codes and bar codes.

Patch CodesPatch codes are large and simple optical devices with the advantage of being easier to read if the code is not a perfect reproduction or is skewed or dirty.

Bar CodesBar codes are smaller and more complex than patch codes, making them slightly less reliable than patch codes. Prepare the bar codes properly (clean codes, no skew, proper placement) to ensure similar reliability to patch codes. Also, a bar code’s primary purpose in the Capture context is to contain information for automatic indexing.

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Other separatorsBlank pages and the Kodak Image address are used less often to separate objects.

Regardless of which separator is used, if the batch does not contain separators (or the separators are not detected correctly), all of the pages in the batch are assembled into one document.

Documents are the most common objects to separate. However, you can also separate pages into folders and batches. For more information about automatically separating objects, see “Event Activator” on page 64.

Reassembly You can reassemble documents using manual assembly or the Assembly component. No matter which method you choose, reassembly overwrites previous document separations. Each time you run the Assembly component on a batch, it ignores the previous document separations and assembles the pages in the batch according to the current configuration settings.

When you reassemble a document or batch using document separators generated either through Image Verification attributes, or using the Event Activator, the previous assembly separations are likely to be lost. This is because assembly based on document separation attributes will override the assembly separations.

IMPORTANT Do not run the Assembly component on batches or documents after indexing is completed. Running Assembly removes the index values from the documents, and you cannot recover the lost values. You must reindex the batch to fill the index fields again. Do not commit batches containing empty required fields should not be committed.

Assembly is usually run at the batch level. For example, an operator selects a batch and runs assembly on that batch, and documents are created within that batch. Do not select a folder object when you run assembly.

If you manually reassemble a batch with a page that was rejected during image verification, Capture deletes the rejected page at assembly.

When manually reassembling the batch, an operator can change the batch and document struture that the Assembly component created.

Assembly Overrides to IS Document Class Some IS document class options overlap with Commit component configuration options. Capture can use the values that are specified by the document class, or you can change the values for a settings collection or batch. Capture can use or override the IS configuration options shown in the next table.

For more information about overrides, see “Settings Collection Overrides to Document Class” on page 31.

Capture Options IS Options

Force Document To Contain The Number Of Pages radio button


Pages Per Document field Untitled field to hold number of pages



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Index component

Configuration Indexing is the process of adding values to index fields that are assoicated with a document user can retrieve a document that after it is committed to a library. Index fields are determined by the document class. Examples of index fields include account numbers and other unique identifiers. As a Capture Administrator, you configure the Index component so that the index fields defined in the library for the document class are displayed properly to indexing operators, and the fields accept the correct type of input.

For details about configuring the Index component, see the FileNet Capture Professional online help.

Suggestions for usabilityYou can improve usability for the indexing operators by configuring the Index Control Properties.

• Configure options for each available index field, and set the order in which the FileNet Capture displays the index fields to the indexing operator.

• Configure keyboard shortcuts for the operator

• Specify how an indexing operator scrolls through the pages of a document during indexing.

• Automatically obtain index values from bar codes or other attributes of a document.

• Define how operators specify the century when they enter two-digit years in date fields.

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Committing Documents

Overview of CommitCommit is the final step in the document capture process when the captured batch is sent to the library for storage. After a batch is committed to the library, the batch is beyond the control of Capture, unless an error occurs and the batch is returned.

Batches cannot be committed until all required fields are properly indexed. If there are no required index fields, you can commit the documents without indexing them, but users might not find and retrieve a document that do not have index keywords.

Commit to Alternate Page Cache Use an alternate page cache when you want to quickly retrieve documents from the page cache of a local server. Configuring an alternate page cache can improve retrieval performance because a document is available in a local page cache rather than a distant page cache or storage library.

When you specify an alternate cache and commit processing finishes, documents are moved to and can be retrieved from both the default page cache and one additional page cache. Only one alternate page cache can be defined. When the Alternate Page Cache field is empty, FileNet Capture commits documents to the default page cache only.

Do not use the default cache name in the Alternate Page Cache field. The default cache name is usually defined during the installation of Capture. The cache name must include the domain name and organization name. The following table shows the relationship between cache names and servers in the example.

The following diagram provides an example of altenate page caching.

Cache Name Page Cache Type Location (Office Type)

page_cache1:ntBlue:FileNet Default Los Angeles (Main Office)

page_cache2:ntBlue:FileNet Alternate San Francisco (Branch Office)

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ExampleYour company has a main office and main IS server in Los Angeles. A branch office is in San Francisco. Both servers are in the same domain. You want operators in San Francisco to retrieve documents from the local page cache in San Francisco as soon as the documents are committed in Los Angeles.

Configure the Commit component with the options:

Commit Options: Commit With Migration Committal Type: Asynchronous Committal Alternate Page Cache: page_cache2:ntBlue:FileNet

Error Handling and Checking During CommitDuring Phase 1, the Commit component checks to see if the batches have been assembled and indexed successfully. When Phase 2 begins, Capture checks for several error conditions, including whether:

• The batch contains unassembled pages

• A document needing index verification has not been index verified

• A document is missing required index values

• An image marked for rescan has not been rescanned

• The batch totals do not match

If any of these error conditions exists (except unassembled pages in the batch and missing required index fields), a user with proper override privileges will be prompted to override the error and commit. If the user does not override the error, or does not have override privileges, the batch is marked with an error, and the batch is then set to the appropriate phase.

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Zonal and Full Text OCR

Overview of the OCR componentsFileNet Capture supports two methods for optical character recognition (OCR) functionality:

• Zonal OCR is a standard feature for all Capture packages, and is designed to extract textual data from specific zones on an image. The text is stored as an attribute that you can use to populate autoindex fields.

• Full Text OCR is an optional feature that you can use to extract all of the text data from an image. If you are using a Content Services library or Content Engine object store with Content Search Manager enabled, you can process your documents with the Full Text OCR component, which allows full-text indexing when the documents are comitted to a library.

See the Capture Professional online help for information about configuring and using Zonal OCR or Full Text OCR.

Asian language supportThe ideal point size for Asian language body text is 12 points, scanned at 300 DPI, resulting in characters at approximately 48 x 48 pixels.The minimum pixel count is approximately 30 x 30, or 10.5 points at 300 DPI. For characters smaller than 30 x 30 pixels, you must use 400 DPI.

Spell checking, editor display and verification are not available for Asian languages. You can set only one Asian language for recognition, and you cannot set Western languages for OCR at the same time as Asian languages. However, the Asian OCR engine can recognize short English texts that are embedded in Asian text without requiring a setup for English.

Similarly, you do not need to setup embedded text in other Latin-alphabet languages. However, the OCR engine might not recognize accented characters. Texts embedded in horizontal Asian text follow the left to right pattern. Texts embedded in vertical Asian text can follow three orientations: vertcal (neon), right-rotated and side-by-side. The latter is usually limited to three characters, and is most often used for Arabic numerals.

Best practices for maximizing recognitionSuccessful recognition depends on the quality of the images that you are processing. If your scanned images are clean and of high quality, you can increase the speed, accuracy, and success of the OCR process.

Using the various image enhancement options that are available through the Doc Processing component can improve recognition and accuracy.

Black text on a white background yields better results than colored text or colored backgrounds.

Fonts and point sizesOCR processing is most successful on scanned text that is originally created with a standard font, such as Helvetica, Arial, Times or Courier. A font size of 10 to 14 points generally provides the best results.

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You need to set fonts in the Microsoft Windows environment. Also, ensure that the destination operating system is setup for the language you are going to use.

The following table shows the minimum point sizes for different megapixel values.

As a general rule, an upper case letter must vertically be at least 18 pixels.

Supported image formats You can perform OCR on TIFF, color TIFF, JPEG, JPEG 2000, PDF/A and BMP images.

If you are using JPEG images, they must be created by using high-quality mode. Compression can cause errors for OCR recognition.

For best results, use at least 200 dpi to scan 24-bit color or 8-bit gray scale images; use at least 300 dpi to scan black and white images. You can experiment with typical images and different settings to determine the best settings for your facility.

Using Zonal OCR with formsFor best results, allow some white space around the OCR zone to reduce errors. Vertical lines from boxes on forms in the OCR zone can cause errors.

Table 2: Minimum point sizes for megapixels

8.5” x 11” or A4 8.5” x 5.5” or A4

Pixel size in a 300 DPI scan

2481 x 3507 1753 x 2481

2 megapixels (1600 x 1200)

18 points 12 points


14 points 10 points


12 points 9 points


11 points 8 points

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Part III - Capture Features

Batch Totals

OverviewNOTE The Batch Totals feature is available only for Capture Professional workstations that are attached to an Image Services server. You must coordinate the configuration of batch totals between Image Services and the Capture workstation.

You can use the Batch Totals feature to maintain a running total of the values that are entered for a specified field for every document in a batch. For example, if Sales Tax is configured as a batch totals index field, the system adds up the sales tax that is entered during indexing for each document in the batch. After the batch is indexed, the total value for that numeric index is compared to the predefined batch total. You can view or print the batch total values, or save them to a file.

An index operator does not need to know that a numeric index field is configured to accumulate Batch Totals. The index operator simply indexes these numeric values the same way as any other index field. The Image Services server accumulates the Actual Totals and compares them with the Expected Totals. If Expected and Actual Totals are not equal, FileNet Capture displays a warning to the index operator.

See the FileNet Capture online Help for Capture Professional for details about:

• Configuring the index component and the document class for Batch Totals on the Image Services server

• Configuring FileNet Capture indexing for batch totals.

Committing Documents with Batch Totals VerificationThe scenarios below happen only if the document class is marked for Batch Total verification:

• If the Expected total matches the Actual total, the commit proceeds normally.

• If the Expected total doesn't match the Actual total, Capture displays a warning.

If the user continues past the warning, the commit proceeds. Note that some users may not have the security privileges needed to override a Batch Totals error. If the user does not continue past the warning, the batch is not committed.

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Image Enhancement

Overview of Image EnhancementYou can use image enhancement to improve the quality of your images. Image enhancement features include:

• Image Deskewing to correct for misfed originals

• Black Border Removal to correct for borders that appear when the original image is off-center or smaller than the scanning area

• Image Despeckling to remove ìnoiseî or other specks

• Line and Streak Removal to correct for scratches on the scanner glass or other streaks on the scanned images

• Image Deshading to compensate for over or under-exposed scanning

The default settings for the image enhancement features are for typical images and should work without adjustment in most cases. If you make an adjustment, you should always process test images to determine the best settings.

For more information about image enhancement, see the online Help for Capture Professional.

Using Image Enhancement eatures in a capture pathYou can use the Doc Processing component within a capture path to apply the same image enhancement settings to all pages in a batch. When you do this, you configure the image enhancement features you want to use through the Doc Processing component.

For example, to deskew all images in a batch using a capture path, do the following:

1. Select the settings collection you want to configure in the Config\Settings folder using the Capture Tree View or List View.

2. Click Tools, Configure, DocProcessing, then select Deskew. The Deskew Properties dialog box appears.

3. Configure the Deskew options, then continue with any other configuration setting changes.

4. Edit or create a capture path, and place the Doc Processing component in your capture path at the point where you wish to perform the Deskew operation.

This allows you to perform more than one image enhancement operation (deskew plus despeckle, for example) at the same point in a capture path, using only one instance of the Doc Processing component.

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Using Image Enhancement features in ad hoc modeWhen you want to perform an image enhancement operation in ad hoc mode, you can use either of two general methods:

• You can perform individual operations by selecting the feature from the run menu. (For example, you could configure Deskew, then select Run, Deskew from the menu.)

• You can configure the Doc Processing component for multiple operations, then run the Doc Processing component on the image to apply all of the configured operations.

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Event Activator

Overview of Event ActivatorEvent Activator is used to prepare documents for automated assembly. You configure Event Activator to look for a characteristic on a page, such as a patch code. This is called a “condition” or “trigger.” Then you specify what you want to happen when the condition is detected. This is called the “action.” An action can be starting a new folder, batch or document, naming a new batch or folder, or assigning a different settings collection to a newly created batch.

Event Activator sets attributes on the pages to designate things such as the start of document. Then, when the Assembly component processes the batch, it uses this attribute to start a new document.

For example, you could configure Event Activator to look for pages that contain a patch code 1 (condition) and then mark those pages as the start of a new document (action). Then, during assembly, a new document is started after each patch code 1.

The condition and action are combined in an Event Activator “rule.” You use the Event Activator Rule Properties dialog box to configure rules. Event Activator rules are stored in settings collections. You can have an unlimited number rules for each settings collection. Event Activator processes rules in the order they appear in the list in the Rules tab.

For conditions other than patch codes, the settings collection must include a sample page with an example of what you are trying to detect (bar code, etc.) Without such a sample page, patch codes will be the only conditions you can use in Event Activator. When configuring, you select the sample page to show the triggering elements for the condition in the Rule Properties dialog box.

How Event Activator fits in Capture work flows The flow of work steps on a FileNet Capture workstation using Event Activator might include:

• Acquire pages using Scan or File Import for example

• Read patch codes using DocProcessing

• Mark pages for assembly using Event Activator

• Assemble pages into documents

• Index documents

• Commit documents

In this example, you use Event Activator after patch codes have been read, and before running Assembly.

If you want more than one rule in the settings collection, repeat steps 2 through 5 for each rule you need to create.

Trigger TypesAny property available to the Event Activator can be used to trigger an action. For triggers other than patch codes, the settings collection must include a sample page with the desired trigger. Each type of trigger has its advantages. The items used most often are:


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Patch Codes

Patch codes are often used as triggers. Since they are large and simple optical devices, patch codes have the advantage of being easier to read if the code is not a perfect reproduction or is skewed or dirty. In Capture, a patch codeís primary purpose is to separate objects.

Bar Codes

Bar codes are also frequently used as triggers. Because they are smaller and more complex than patch codes, bar codes are slightly less reliable than patch codes. Prepare the bar codes properly (clean codes, no skew, proper placement) to ensure similar reliability to patch codes. Also, a bar codeís primary purpose in the capture context is to contain information for automatic indexing.

Some items used less often as triggers are blank pages and the Kodak image address.

Tip

Avoid using the same trigger or condition for separation and automatic indexing. This guideline can be important when the trigger element is on a separator sheet that will be deleted during assembly. For example, use a patch code as a separator and a bar code to hold index information.

Sample PagesWhen using anything other than a patch code as a trigger, you need to use a settings collection that has at least one sample page. The sample page must have the properties that you want to use in configuring Event Activator.

Properties of the sample page are used to configure the conditions in Event Activator. The types of triggers available from a sample page vary based on how the page was prepared and processed.

For additional information, see Object Properties in the online Help for Capture Professional.

Event Activator Rules Depending upon how you want to process batches, you might configure the settings collection with a single Event Activator rule or multiple rules. A single rule can also consist of multiple conditions. The examples below use a patch code to trigger the action.

The following example uses a patch code to separate pages into documents.

ExampleA batch holds several pages separated by a patch code 2. Each document can vary from 5 to 9 pages. You want to automatically create a new document for each page containing a patch code 2. You configure the following Event Activator rule:

Start of Document=>Barcode.PatchCodeDetected equals Patch2

When you run Event Activator, it marks each page containing a patch code 2 as the start of a document. If Assembly is configured for variable page assembly, Assembly will detect the start of document property and start a new document for each page with a patch 2. Subsequent pages are included in this document until the Assembly component encounters the next start of document property.

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Several rules may be used together. In the next example, two different patch codes are used to separate pages into batches and documents.

ExampleYour scanning work uses patch 1 to separate batches and patch 2 to separate documents. Batches and documents vary in size. You configure the following Event Activator rules:

Start of Batch=>Barcode.PatchCodeDetected equals Patch1Start of Document=>Barcode.PatchCodeDetected equals Patch2

When you run Event Activator, it marks each page containing a patch code 1 as the start of the batch, and marks each page containing a patch code 2 as the start of a document. Assembly then processes these properties starting a new batch or document accordingly.

In the next example, a patch code is used to create a batch, name the batch, and assign a settings collection to the batch.

Example Your office processes dental, and medical insurance claims. You use patch codes to separate the types of claims. You want to automatically create a new batch to hold the different types of claims, give the batch a unique name that reflects the claim type, and change the settings collection and base document class to the one appropriate to the claim type.

The following Event Activator rules use a single patch code at the beginning of each batch:

Start of Batch=>Barcode.PatchCodeDetected equals Patch1Sets Batch Name to Den_Claims_<number>=>Barcode.PatchCodeDetected equals Patch1Sets the Setting Den_Claims_st=>Barcode.PatchCodeDetected equals Patch1Start of Batch=>Barcode.PatchCodeDetected equals Patch2Sets Batch Name to Med_Claims_<number>=>Barcode.PatchCodeDetected equals Patch2Sets the Setting Med_Claims_st=>Barcode.PatchCodeDetected equals Patch2

The following Event Activator rules use two patch codes at the beginning of each batch, but fewer rules overall:

Start of Batch=>Barcode.PatchCodeDetected equals PatchTSets Batch Name to Den_Claims_<number>=>Barcode.PatchCodeDetected equals Patch1Sets the Setting Den_Claims_st=>Barcode.PatchCodeDetected equals Patch1Sets Batch Name to Med_Claims_<number>=>Barcode.PatchCodeDetected equals Patch2Sets the Setting Med_Claims_st=>Barcode.PatchCodeDetected equals Patch2

These examples produce the same results.

FileNet Capture Professional online help for additional information about configuring Event Activator.

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Patch Codes

Overview of Patch CodesA patch code is a simple pattern of four horizontal bars that appears on a page and can be detected either at scan time by the Capture software. Patch codes can be placed on a document as a sticker, they can be pre-printed on documents or separate sheets, or can be included in an imported file.

Patch codes are normally used to separate documents, folders, or batches, or to trigger events in conjunction with the Capture Event Activator component. Capture can be configured to start a new folder, batch, or document when it detects a specific patch code. For example, you could configure Capture to mark any page with a PATCH1 as Start of Batch, and any page with a PATCH2 as Start of Document.

Capture can use the six common patch codes: Patch Type 1, 2, 3, 4, 6, and T. (There is no Patch Type 5.) See “Appendix A – Patch Code Specifications” on page 117 for important specifications for each supported patch code type.

Types of Patch Code RecognitionPatch code detection can be either at scan time as supported by your scanner, or post-scan using optional DocProcessing software. If your scanner supports patch code recognition, enable and configure it in the extended options for your scanner.

If you will use DocProcessing software to detect the patch codes post-scan, enable and configure patch codes in the DocProcessing component.

See the online Help for Capture Professional for information about configuring patch code detection for either scan time or post-scan.

Scanner Hardware (Including Kodak Scanners)Some high-end Kodak scanners have an optional patch code reader. Patch codes detected by these readers are not directly passed to Capture, but instead change or increment the image address levels as specified by the Kodak mode setup program. The image address levels are passed into Capture, and can be used for indexing and/or to trigger events.

Other scanners have an optional hardware device that can be used to detect patch codes. If your scanner has the optional hardware device, you do not need to configure the Capture software for patch code detection. Refer to the documentation that came with your scanner for more information on hardware patch code readers.

Patch Code Characteristics A patch code consists of four parallel black lines, two thick and two thin. The thick black lines are 0.20 inches tall. The thin black lines are 0.08 inches tall. The white spaces separating the lines are 0.08 inches tall. The patch code must be surrounded by 0.20 inches of white space on all sides.

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When using hardware detection of patch codes, additional restrictions may apply. Consult the hardware documentation for additional details.

Patch codes are designed to be used primarily as triggers to cause specific actions to take place. Unlike bar codes, patch codes do not contain encoded information.

Patch Codes and Rotation For a patch code to be detected, the patch code orientation on the page and the read direction of the scanner must be compatible. When the orientation of the patch code on the scanned page is not parallel to the leading edge of the paper, the image can be rotated to make it parallel.

Rotation can be done by the scanner or board hardware at scan time or by the DocProcessing component after scan time. Rotation done by hardware or DocProcessing is an actual permanent change to the stored image. Display rotation takes place in the viewer and does not change the stored image in any way.

For more information about rotation see the Rotation Overview topic in the Capture Professional online help.

The following table provides more details about how rotation and patch code orientation interact.

Rotation Type Com

Visual Example(Arrow represents scanner read direction.)

No rotation

If you do not rotate images, the patch code must be oriented parallel to the leading edge of the paper and to the page image.

To start an on-linescan session, you must first log on tothe FileNet systemIf you try to start anapplication beforelogging on, you will see an error message.The Logon applicationattempts to connect

To Start an on-line scan session, youmust first log on to the FileNet system.If you try to start an application beforelogging on, you will see an errormessage. The Logon application attempts to connect the application to the FileNet system.

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Patch Code PlacementPatch codes can appear on documents or on blank pages. The patch code should be placed near the top of the page. Normally, the patch code is placed so the lines, or bars, in the patch code are parallel to the leading edge of the paper to be scanned, and perpendicular to the scan direction. The correct orientation of the patch code depends upon your use of rotation, and the paper feed direction for your scanner.

Scan time hardware rotation or post scan DocProcessing rotation

If you rotate the image at scan time, or after scan time using DocProcessing, the patch code must be oriented so that it is parallel after it is rotated. This example shows the orientation for 90 degree rotation. (This type of patch code orientation and rotation is not used for Kodak scanners.)

Display rotation

If you rotate the image at display, the patch code must be oriented so that it is parallel to the leading edge of the paper. You can ignore the orientation of the image as it will be rotated when displayed.

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Patch codes should be placed as follows:

• Parallel to the leading edge of the image.

• At least 0.20 inches from the leading edge of the image.

• Extend less than 3.75 inches from the leading edge of an image.

Use Full Width Patch CodesPatch code detection software is often configured to search for patch code in a limited area of the page being scanned. If the patch code on the page is on the left side and only two inches long, and the reader or software is configured to search for patch codes at the right side of the page, the patch code will not be detected by the reader.

To increase the likelihood of patch code detection, use full page width patch codes whenever possible. A full page width patch code (also called an “edge-to-edge” patch code) is printed from the right edge of the paper to the left edge across the full width of the page.

Print Patch Codes on Top and Bottom of Separator Sheets When printing edge-to-edge patch codes on separator sheets that will be reused, consider printing the patch codes on both the top and bottom of the page. That way, the patch codes are never upside down. The patch code closest to the paper's leading edge will be properly detected.

Print Sequential Numbers on Separator Sheets Depending on how you do the batching of the physical pages, you might also consider including sequential numbers on the separator sheets. For example, if your site always uses batches of 50 documents, you might have sets of separators printed with the numbers 1 through 50. Then each set of separators is equal to a batch. This reduces the effort of preparing the documents since the preparer doesn't have to count out the number of documents in the batch.

Print Text Identifying the Separator Level on Separator Sheets Words in large letters such as BATCH SEPARATOR can be printed in the middle of the page to identify the level of the separator sheet. Others sheets might be printed with DOCUMENT SEPARATOR and FOLDER SEPARATOR.

Use Longer Paper for Separator Sheets Another way to make physical batching easier is to combine the suggestions above with printing the separator sheets on longer paper so the separator sheets can be easily removed after the pages have been scanned. For example, batches of 8.5" x 11" paper, use separators printed on 8.5" x 14" paper. After scanning, the longer sheets are easily seen and can be removed from the batch for reuse.

Use Colored Stock for Separator Sheets Using colored paper for separator sheets can help scan operators identify the separator sheets. After the batch has been scanned, the sheets can be pulled from the paper batch for later reuse.

However, you should use only light colored paper stock for patch code separator sheets.


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Reproducing Patch Codes Start with high-quality patch code graphics and have them reproduced exactly, using black ink on white or very light paper. This will help assure software recognition of the patch codes. Avoid copying the patch codes, if possible. Some copy machines enlarge or reduce images or move them relative to the edges of the page. If you must use copies, always generate the copies from the original.

Patch Codes and Long Pages Patch code detection is a relatively resource-intensive process. In some cases, attempting to read patch codes on large or long pages can cause the system to return various error messages if it runs out of resources. (This can also happen with bar code detection and/or deskew on large images.) This is particularly true when using some Kofax hardware processing boards with insufficient memory.

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Bar codes

Overview of bar codesBar codes are used on a variety of different types of documents to encode information in a machine-readable form. Unlike patch codes,which are typically used to signal an event, such as the beginning or end of a document or folder, bar codes contain data such as account numbers, serial numbers, dates, or other information.

When Capture detects a bar code, the information contained in the bar code is read and decoded. The decoded information is stored as an attribute of the image. This attribute is used by other Capture components for subsequent processes, such as indexing.

For details about configuring bar code, see the FileNet Capture Professional online help.

For best practices in using bar codes in FileNet Capture, see “Appendix B – Bar Codes” on page 119.

Special considerations for bar code detection

Bar code detection and long pages Enabling bar code detection when FileNet Capture is configured to scan long pages can cause the Scan component to fail and return several different Kofax error messages. Using patch code detection or deskew with bar code detection can give a similar result. This problem happens more frequently if there is insufficient memory on the Kofax controller board. If you encounter this error, upgrade your controller board, or perform bar code detection on a different workstation by using the DocProcessing component.

Bar Codes and special charactersSome bar code formats allow special or extended characters, including control characters, special symbols, and international characters. These characters might not be supported by all FileNet Capture components. In addition, some formatting characters, such as the line feed character, might be ignored or translated to a different character when FileNet Capture displays the data.

To ensure compatibility and readability of all data, use only the printable subset of ASCII characters in your bar codes. For example, the Index component only supports printable ASCII characters. If an unprintable character is included in a string within a bar code, the Index component uses only the characters in the string that precede the unprintable character, and ignores the remaining characters.

Bar codes and large amounts of dataSome bar code formats (especially two-dimensional bar codes) can accommodate large amounts of data. When you view the data extracted from the bar code and contained in an attribute, you may not be able to display all of the data easily. Use either the Save or Print button on the Attributes property page to extract the data for review.

If you are using the bar code data for subsequent automatic indexing, remember that the length of the index field might be limited on the server.

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Bar code dates Bar code dates are always initially handled as strings. You can use string selection in the Index component of Capture to change a string date collected from a bar code into an actual date (that is, a date field against which computations can be performed).

To obtain dates from bar codes smoothly, do the following when you create bar codes:

• Match the date formats of the bar codes to the formats supported in Capture.

• Use a four-digit year format in the bar code to ensure that Capture picks up the correct century.

TIP Use the lowest possible value to improve processing speed. The greater the value, the longer the search.

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Filtering Options

Overview of Filtering Options Filtering is used to selectively retrieve a limited number of batches for processing by an operator or the system. You specify the filtering rules by configuring selection criteria in the Filter Options window. When you run filtering, software on the workstation examines all batches that are available on a repository and retrieves only the batches that meet the filtering rules. Examination and batch selection is determined by the Repository Filter configuration option.

Repository Filter The Repository Filter is primarily used for manual processing of batches. See also “Filtering with the Repository Filter” on page 75.

Polling FiltersPolling filters retrieve batches from multiple repositories, check for new batches at a specified interval, and can start automatically when the FileNet Capture application starts. The primary purpose of Polling is automated processing of batches. See also “Filtering for polling” on page 76.

Filtering is supported on all repository types. However, because different repositories support different database types, the filtering capabilities are different. For example, you can filter a document class on an Image Services repository, but not on a Content Services repository.

For more information about the filtering options supported on each repository type, see “Property List” on page 80 and “And / Or Options” on page 83.

NOTE Filtering returns only batches to the workstation. The workstation operator cannot see the folder hierarchy that is present on the repository. In addition, subsequent steps during polling or filtering can only create new batches in the root of the repository. The operator must manually move a new batch to a folder.

Comparison of Repository Filter and Polling Repository Filter and Polling perform essentially the same function of reducing the number of batches that are returned to the workstation for processing. The primary difference is Repository Filter returns batches for manual processing and Polling returns batches and automatically begins processing.

Use the Repository Filter when an operator selects repositories one at a time, manually refreshes for batches, and manually starts capture paths. Use Polling to automatically start capture paths and check one or more repositories at an interval specified by the Timer setting. You can use Repository Filter to manually test that rules retrieve the desired batches before configuring Polling to automate the process on multiple repositories.

The following table compares the key features of the Repository Filter and Polling.

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See also “Filter options and multiple repositories” on page 76.

NOTE When you enable a Repository Filter or Polling on a repository, the FileNet Capture application does not display the folder structure in the Tree View and List View. The operator can view only batches.

Filtering with the Repository Filter The Repository Filter is principally used to filter batches for manual processing by an operator. The Repository Fillter is also used to manually test that rules retrieve the desired batches before automating the process by using Polling.

Example You configure FileNet Capture so that an index operator can see only those batches that are ready to be indexed. To further limit the batches that FileNet Capture displays, you also specify that the next phase is Index Verify and you only want to see batches without errors. Select the repository and configure the Repository Filter rules below in the Filter Options dialog box:

Current Phase Is Equal to IndexAND Next Phase Is Equal To Index VerifyAND Status Is Equal To OK

Your Filter Options will look like this:

Repository Filter Polling

The operator manually starts the capture path for a batch.

The system automatically starts the capture path for a batch.

The operator manually selects a single repository to filter. All configured repositories are eligible for filtering, but only one at a time can be selected for filtering.

The system automatically filters one or more repositories at a time. All configured repositories are eligible for filtering.

The operator manually refreshes the view to see new batches.

The system automatically checks repositories for new batches at the specified polling interval and refreshes the view.

Operator enables and disables filtering manually.

Polling begins automatically when Capture starts, if configured to do so.

Property Operator Value

Current Phase Is Equal To Index AND

Next Phase Is Equal To Index Verify AND

Status Is Equal To OK

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Filtering for polling Polling filters batches for automated processing in a distributed processing environment. Because fewer batches are retrieved by the workstation, polling improves overall system performance. See “Tune application usage and design” on page 104.

Example For efficiency, you configure FileNet Capture so that an image verification operator sees only that batches are ready for image verification on several repositories. In this configuration, assembly follows image verification in the capture path process.

Select the repository and set the Timer field in the Configure Polling window to poll at 5 minute intervals. Configure the Polling Filter rules in the Filter Options window as shown in this example:

Current Phase Is Equal to ImageVerifyAND Next Phase Is Equal To AssemblyAND Status Is Equal To OK

Your Filter Options are:

While polling or running a capture path, you cannot rescan. Rescan is only available in ad hoc mode.

Repository filter and polling together You can configure a workstation to use both the Repository Filter and Polling. However, you cannot run or configure Repository Filter and Polling at the same time. On a workstation that is configured for both methods of filtering, while Polling is running:

• Filter Options rules that are configured for the Repository Filter are inactive.

• Filter Options rules that are configured for Polling control the batches that FileNet Capture displays.

When Polling is stopped:

• The Filter Options rules that are configured for the Repository Filter control the batches that FileNet Capture displays.

Filter options and multiple repositories Using Capture Manager, you can configure FileNet Capture to connect to more than one repository. You must configure the Polling or Filtering rules individually for each repository.

Regarding Content Engine repositories, the FileNet Capture application can simultaneously connect to multiple object stores that reside on the same Content Engine. However, the Capture application cannot simultaneously connect to object stores that reside on different Content


Current Phase Is Equal To Image Verify AND

Next Phase Is Equal To Assembly AND


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Engines. For details about connecting to multiple Content Engine repositories, see the FileNet Capture Manager online help.

When using the Repository Filter with multiple repositories, the operator must select and refresh each repository individually to see new batches.

Storage of Filter Options Rules Each workstation stores the Repository Filter and Polling filter rules in the Windows registry. The filter rules are stored by the Windows logon name.

You must create rules for each user who runs filtering on a workstation. The FileNet Capture Administrator or an operator with proper access authority can create rules. See also “Filter options and multiple repositories” on page 76.

Renaming and deleting batches When filtering options are running, operators cannot delete or rename batches. Deleting or renaming batches while filtering can cause the Folder and Batch tables to be unsynchronized.

Only administrators belonging to SysAdminG or CapAdminG security groups can rename or delete batches when filtering is running. Members of these groups are allowed to make such changes to correct the rare cases when batches are removed or renamed in the Image Services server’s Folder table but not in the Batch table. The capability in FileNet Capture to rename or delete batches while filtering is running provides an alternative to using the IS MKF_tools for Image Services repositories.

Skipping busy batches in a capture path When you run Polling filtering options in a distributed processing environment with capture paths, use the capture path option Skip Batch If Busy Or Already Processed. Using this option can speed throughput because operators cannot see batches that they cannot process.

Filtering and processing phases The current phase and next phase properties for many components are set to a current task. For example, the next phase for the Scan component is Scan, the next phase for File Import is File Import, and so on. The current phase and next phase properties might produce inaccurate results in a Filter Options rule that selects batches by next phase. The only components that have a different next phase are Assembly, Index, and Index Verify, as shown in the following table:

Current Phase Next Phase Property Next Processing Phase

Scan Scan Assembly

DocProcessing DocProcessing Assembly

Assembly Index Index

Index Commit or Index Verify Index Verify

Index Verify Commit Commit

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The Batch Define phase value indicates that a batch is created, but the batch it does not yet contain any pages or documents. For all other phases, the value is a component name and indicates the component that corresponds to the current or next phase.

In a capture path, the next phase is set to the next step in the capture path.

To limit the selections for defining Filter Options rules, use several rules. When you use more rules, it is more probable that an operator sees only the desired batches.

ExampleYou configure FileNet Capture so that an index operator sees only those batches that are ready to be indexed. In this configuration, the operator does not see batches that have errors, and commit follows indexing in the capture path. You configure the rules in the Filter Options window, as shown in this example:

Current Phase Is Equal to IndexAND Next Phase Is Equal To CommitAND Status Is Equal To OK


Filtering and Image Services server queues Queues organize types of processing on the Image Services server. Image Services server process queues are listed as Value options of the Queue property.

Available values for Queues are summarized in the following table:


Current Phase Is Equal To Index AND

Next Phase Is Equal To Commit AND


Value Description

All The batches in all queues: all batches in server process queues and all batches not in any queue. Not recommended for use in filter rules.

Committed The batches in the Committed queue: those batches that have completed Capture asynchronous committal processing. This value can be useful in troubleshooting and correcting errors.

In Progress The batches in the In Progress queue: those batches currently being processed by the server. Deleted and busy batches are held in this queue. This value can be useful in troubleshooting and correcting errors.

None The batches not in any server process queue: usually, those batches available for processing in Capture. This value is recommended for use in Capture operator rules.

OCR The OCR queue is not used in Capture. The OCR queue is included for compatibility with earlier products. Do not select this option.

Uncommitted The batches in the Uncommitted queue: usually, those batches that have failed committal processing.

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None Batches that are located in server process queues are not ready for processing by FileNet Capture operators. Including the None value (the batch is not in any server queue) filters batches that are ready for processing in FileNet Capture.

ExampleYou configure FileNet Capture so that a Capture operator sees only those batches that are ready for processing. Select the repository, then configure the Repository Filter rule in the Filter Options window, as shown below:

Queue Is Equal To None


Committed, In Progress, Uncommitted Occasionally, the FileNet Capture administrator needs to filter for batches in the Committed, In Progress, or Uncommitted queues to troubleshoot problems and to correct errors.

Example The FileNet Capture administrator needs to see only batches that failed committal in order To correct the errors that caused the failure. Select the repository and configure the Repository Filter to include the rule that is shown below:

Queue Is Equal To Committed

Your Filter Optionsare:

OCR OCR is included only for compatibility with earlier FileNet products and is not used by Capture.

All Filtering based on All queues is not recommended as it typically returns extra batches and incurs unnecessary processing overhead to do so.

Filter Options Rules You create Filter Options rules on each station. When you create rules, you configure:

Property The Property defines the key item for the search. A property can be a creation date, the name of


Queue Is Equal To None


Queue Is Equal To Committed

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the person who created the batch, the batch’s status, the batch’s current phase or next phase property. See also “Property List” on page 80.

Operator The Operator defines the condition by which the rule is evaluated. Operators include Is Equal To, Is Not Equal To, and Is Greater Than. Operator is not available for all properties. See also “Operator List” on page 81.

Value The Value defines a subcategory of the Property option. The list of values includes all the Capture components (scan, assembly, index, commit, and so on). The Current Phase and Next Phase properties are often used with the Capture component values. See also “Value List” on page 81.

Sort By (IS Repositories, only)Sort By defines how the batches are organized in the Tree View or List View. Batches can be sorted by name or creation date and time. See also “Sort By List (for IS Repositories only)” on page 82.

And / Or (Local, CS and CE Repositories, only)The AND / OR option defines the relationship between filtering rules. See also “And / Or Options” on page 83.

Property List The Property option is the key filtering item. The type of repository selected determines the available property options you can select. The next table shows the Property options.

Property Description Repository Type

Create Date Date the batch was created. See “Create Date Values” on page 82.

CS, CE and Local repositories only

Current Phase The phase a batch is ready for, in progress or most recently marked complete. See “Current Phase and Next Phase Values” on page 81.

CS, CE, IS, and Local repositories

Next Phase The next phase in the batch’s processing. See “Current Phase and Next Phase Values” on page 81.

CS, CE, IS, andLocal repositories

Status The batch’s status. See “Status Values” on page 81. CS, CE, IS, andLocal repositories

Name Name of the batch. See “Name Values” on page 81. CS, CE, IS, andLocal repositories

Document Class The document class to which the batch belongs. See “Document Class Values” on page 81.

IS repositories only

Creator Name of the operator who created the batch. See “Creator Values” on page 82.

CS, CE, IS, andLocal repositories

Queue The queue type in which the batch resides. See “Queue Values” on page 82.


Max Objects Returned

The maximum number of batches to be returned for a specified filtering rule. See “Max Objects Returned Values” on page 82.


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Operator List The Operator option defines the condition by which the rule is evaluated. Operator options are determined by the type of repository selected. Operator options can include those shown in the next table.

Value List The Value option defines a subcategory of the Property option. See also “Property List” on page 80.

Current Phase and Next Phase Values For Current Phase and Next Phase property options, Value options include the names of specific components, and the Batch Define value. See also “Filtering and processing phases” on page 77.

Status Values For the Status property, Value options can include the options shown in the next table.

Name Values For the Name property, select an Operator in the Operator field and enter a batch name in the Value field.

• The name must match the batch name exactly.

• Wild card characters cannot be used.

Enclose names with embedded spaces in quotes (e.g., “Med Claim”).

Document Class Values For the Document Class property, select a document class from the list. The list shows the document classes available on the repository currently selected. The Document Class property uses the following operators: Is Equal To, Is Not Equal To.

is equal to

is not equal to

is greater than

is less than

is greater than or equal to

is less than or equal to

Value Description

Busy The batch is in use by some other process. May also occur while the batch is being committed.

Error Some error has occurred, usually as the result of a failed repository, server, or component operation.

Locked The batch is locked because it is in use by another user or process.

OK The batch is OK.

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Creator Values For the Creator property, enter the name of the operator who created the batch. The name must match exactly the operator’s logon name. You cannot use wild card characters. Enclose names with embedded spaces in double quotes (for example, “B Smith”). The Creator property uses the following operators: Is Equal To, Is Not Equal To.

The Creator values are determined by the repository selected:

• For an IS, CS or CE repository, the Creator name value is the operator’s logon name.

• For the Local repository, the Creator name value is the operator’s Windows logon name.

Queue Values For the Queue property, Value options include the IS server process queues. For more information about queues and the use of Queue values, see “Filtering and Image Services server queues” on page 78.

Max Objects Returned Values For the Max Objects Returned property, enter the maximum number of batches you want to be returned for a specified filtering rule (values are 1 to 9999).

Repository Filter Use a value of 1 when using Repository Filter (ad hoc), because an operator can only work on a single batch at a time.

Polling The value should provide a balance between the system overhead to retrieve batches, the number of batches to retrieve (Max Objects Returned), the polling interval (set in the Timer field), and the number of batches that an operator might be able to process within that interval. Test various values to achieve such a balance.

TIP A low value in the Max Objects Returned value field can improve performance on slow WANs as fewer batches at a time are returned to the Capture workstation.

Create Date Values For the Create Date property, use the date you want to track. You can use a dash (-), slash (/), or blank space as a delimiter.

NOTE The Create Date property value is only available on the Local, Content Services (CS), and Content Engine (CE) repositories.

Sort By List (for IS Repositories only)The Sort By option defines the organization of the returned batches in the Tree View or List View. Sort By is available for Image Services repositories, only. Sort By values can include those shown in the next table.

Value Description

Name Sorts returned batches in alphanumeric order.

Create Date Sorts returned batches by creation date.

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And / Or Options The AND / OR option defines the relationship between rules.

Image Services repositoriesAn IS repository can use only AND statements between rules. When you insert multiple rules for an IS repository, the second and subsequent rules automatically are given an AND statement. The workstation retrieves only the batches that meet all of the rules.

Local, CS and CE RepositoriesLocal, Content Services, and Content Engine repositories can use both AND and OR statements. You can create rules with compound conditions using the AND and OR radio buttons. You can specify two or more conditions that must be met with the AND button before a workstation accepts a batch for processing, or you can specify a range of conditions with the OR button.

Offline and Shared Offline RepositoriesOffline and Shared Offline repositories can use only AND statements between rules. When you insert multiple rules, the second and subsequent rules automatically are given an AND statement. The workstation retrieves only the batches that meet all of the rules.

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Distributed Processing

Overview of Distributed Processing You can design your FileNet system so that different types of batch processing occurs on multiple workstations. You can configure Capture to perform distributed processing and to automatically route the batches between the workstations.

Routing The Capture Routing Agent provides the basic service of sequencing a batch through all of the processing stages within Capture, and can distribute the processing across several workstations. You can also use a custom application to route batches between processes.

The Routing Agent moves batches from one processing stage to another according to the steps defined in the capture path. It is the Routing Agent component that provides the actual routing functions for a capture path. The capture path just provides the list and sequence of Capture processes. The Routing Agent moves a batch through Capture components in a single machine.

The Routing Agent also provides a method for distributing the processing between several workstations. It uses a polling mechanism to route the batches through a capture path for processing on several different workstations, where each workstation is typically dedicated to a performing a specific kind of processing.

If you set a workstation to poll for batches, the Routing Agent checks the specified repositories for batches in the processing phase that the workstation is configured to perform. When a batch meets the criteria for that workstation, the system locks the batch, transfers a copy of the batch to itself, and processes the batch according to the capture path until it either reaches a Save/Stop or Save/Continue or it reaches a function it can’t perform. The workstation then sends the processed batch back to the repository. The step(s) the workstation performed are marked as completed and the batch is unlocked so the next step in its capture path can be performed.

Using the Capture Routing Agent Capture has a Routing Agent that lets you perform different types of processing on batches from different workstations. For example, you can configure some stations as scan-only stations, while other stations perform image verification and assembly tasks. You may have some stations that are index-only stations, and other stations from which a supervisor verifies batches, then commits them to storage media.

Filtering Options You can filter the batches operators see. This makes it easier for operators to find batches that they are supposed to process. With filtering or polling configured on each workstation, each operator can be presented with only the next batch requiring the processing that they can perform.

Each component in the capture path has a Next Phase property that can be used as a filtering criteria. When you use distributed processing, you configure the Repository Filter on each workstation to display the type of batches to be processed on that workstation, then you set the workstation to poll the repositories for work.

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For example, assume you have index operators who only need to see batches that are ready for indexing. You configure the filtering utility to look for batches with a Next Phase property of indexing, and turn on polling. When Capture finds a batch, it displays the batch in the index operator’s Tree View, where the index operator can select it and type entries into the index fields. If there is more than one indexing station, the batch appears on all workstations with filtering set to the same criteria. The first index operator to select the batch locks it, so it cannot be accessed by another index operator.

See also “Filtering Options” on page 74.

Skipping busy batches When running polling filtering options in a distributed processing environment with capture paths, use the option Skip Batch If Busy Or Already Processed. Using this option can speed throughput because operators are presented with the first batch available for processing.

Determining the next phase When you are using capture path, a component’s next phase is determined by the next component in the capture path. For example, assume your capture path specifies a work flow of Scan, Assembly, Index, and Commit. In this case the next phase of the Scan component is Assembly. The next phase of the Assembly component is Index.

Components that are run in ad hoc mode (that is, outside of a capture path) have their Next Phase and Current Phase properties set to the same task they are currently performing. That is, the Next Phase property for the component for Scan is Scan, and the next phase for File Import is File Import. This may produce inaccurate results in a filtering rule searching for batches by their Next Phase property. The only components that have a next phase other than their own function in ad hoc mode are Assembly (next phase = Index), Index (next phase = Commit or Index Verify) and Index Verify (next phase = Commit).

Other filtering options There are other filtering rules you can configure if you don’t want to filter on a batch’s next phase. For a complete list of filter properties, refer to “Property List” on page 80. See also “Filtering Options” on page 74.

Distributed processing and repositories When a scan operator selects or creates a batch and starts a capture path, the capture path runs until it reaches a Save/Stop or Save/Continue control or encounters a component that is not available on the workstation. When all of the processing at that workstation is complete, the batch, along with its capture path and settings collection, returns to the repository on which the batch originated.

If another subsequent operator picks up the batch for processing, information about its capture path and status travel with the batch. The operator does additional processing on the batch based on what the workstation is configured to do. When processing is done at this second station, the batch, along with its capture path and newly updated status, returns to its repository. This process continues until the batch is committed.

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Within a capture path you can force a batch back to a repository by using a Routing Agent control command within your capture path. The two control commands are described below.

Save/Stop The Save/Stop control stops execution of the capture path and returns the batch to the repository for other stations to find and complete.

For example, on an indexing station configured to filter for batches ready for indexing, an operator could select a batch from the Tree View and start the capture path. The capture path might have two steps in it — Index, and Save/Stop. Once indexing is finished, the Save/Stop command sends the indexed batch back to its repository, then stops the capture path.

Save/Continue This control returns the batch to the repository, then loops back to a capture component defined earlier in the capture path.

For example, on a scan station, you might create a capture path that creates a new batch, performs scanning, image verification, and assembly, then sends the batch back to its repository and loops back to the batch creation step.

See also “Capture Paths” on page 35.

Planning the work flow The following examples illustrate possible workstation and operator configurations for a distributed processing environment.

Example 1: Separate scanning and indexing workstationsThe example below illustrates how you might distribute processing between two workstations. The first workstation, the image acquisition workstation, is used for scanning, verification, and assembly. The assembled documents are then returned to the repository to be picked up by the second workstation, an indexing station.

The table below illustrates the components that are installed and used on each workstation.

Workstation #/Operator Name

Workstation Function Components Needed

Workstation1Phyllis Schwartz

Scan Station ScanImage VerificationEvent ActivatorAssembly

Workstation 2Anne de Beaumont

Index Station IndexIndex VerifyCommit

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Example 2: Each process on a separate workstationIn the example below, each step of the process is performed on a separate workstation. This is a distribution that might be used in a very large document processing operation.

The table below illustrates the components that are installed and used on each workstation.

Workstation #/Operator Name

Workstation Function Components Needed

Workstation1Thomas Bordeaux

Scan Station ScanEvent ActivatorAssembly

Workstation 2Gwenna Llewellyn

Image Verification Station Image VerifyScan

Workstation 3Medb Renata

DocProcessing Station DocProcessing

Workstation 4Ian Gilchrest

Index Station IndexIndex Verify

Workstation 5David Morgan

Commit Station Commit

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Record Activator

OverviewIBM Enterprise Records (formerly known as IBM FileNet Records Manager is an add-on component of the IBM FileNet P8 suite of products. Records management is responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records. An effective records management program allows companies to achieve critical legal and compliance obligations.

Record Activator is available with Capture Professional and declares records for IBM Enterprise Records

The following diagram illustrates how Record Activator interacts with IBM FileNet P8.

Capture FileNet P8

Batch

FileNet P8

Document

Record information

Document

Record Profile

Record Activator

definitions

Content Engine

record

FileNet P8 Application Engine

RecordsManager

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Setting up Capture Record ActivatorPerform the following tasks to set up and configure Record Activator on your FileNet P8 system.

• Verify that IBM Enterprise Records is installed with your FileNet P8 system.

• Configure Record Activator. The following tasks are described in more detail in subsequent sec-tions.

• Create a record profile for each of the FileNet P8 record definitions.

• Define the criterion that describes when a record profile will be applied to a document.

• For each settings collection, select the rules to apply and the order in which to apply them.

• Configure user interaction preferences for Record Activator at runtime.

• Configure logging preferences for the Record Activator.

• Add the Record Activator component to your capture paths as necessary.

• The Record Activator must be run after the Assembly and Index components, and before Merge and Commit.

• File Import/Scan

• Assembly

• Index

• Record Activator

• Merge

• Commit

Creating a Record ProfileThe set of characteristics that define a FileNet P8 record are:

• record class

• record type

• record classification

These are grouped together into a record profile. These entities are defined by the Record Management File Plan established within the FileNet P8 system. The File Plan is designed to meet the specific business rules and requirements of the customer.

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Metadata is stored in the record class as record properties. Examples of properties are subject, description and creator.

The record profile also contains the record type and record classification. The record type describes the record disposition. The record classification describes the record storage location within the Records Manager organization hierarchy.

See the online Help for Capture Professional for detailed instructions for creating record profiles.

File Plan

FileNet P8 Content Engine

Record Profile

RecordClass

RecordType

RecordClassification

Properties

Capture

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Fax Entry

Overview of Fax Entry Fax Entry is a separate application for capturing inbound faxes, importing files, and processing journal logs. Each of these can be saved to a local or remote repository, backed up to a specified folder, or both saved and backed up.

Inbound Fax Fax Entry accepts faxes from a remote location through a component or connector supplied by a third-party fax software vendor. Fax Entry can save the files to a local or remote repository or back them up to a local or network drive, or both save and back up.

File Import Fax Entry processes all files it finds in a specified folder. Fax Entry can save the files to a local or remote repository or back them up to a local or network drive, or both save and back up.

Journal Log Fax Entry creates a journal log, recording events that occur as inbound faxes/files are processed. The journal log can be converted to an ASCII text file, along with the binary log file, can be both saved and backed up. Fax Entry can save the files to a local or remote repository or back them up to a local or network drive, or both save and back up.

Activity Trace You can activate an optional Activity Trace function within Fax Entry. The activity trace window shows the progress of Fax Entry transactions. Activity trace information displays in a window and is saved to a file. The default path and file name is \FaxEntry\Journal\FETrace.log.

Overview of using the Fax Entry window Once you have configured Fax Entry to process faxes, files, or journal logs, you can use the Fax Entry window to view the status of these processes. The journal window displays entries in the journal log, and the activity trace window lists all activity in the Fax Entry system. The Fax Entry window can be configured to display only the information you want to review.

You can also use the Fax Entry window to manually process journal log entries (according to the settings on the Journal Log tab of the Options window).

Use the window to:

• View inbound document status

• View and change the Fax Entry configuration options

• Trace inbound fax activities

See the Fax Entry online Help for information about Fax Entry configuration options.

See “Appendix G – Automatically Assigning Inbound Faxes to Document Classes” on page 169 and “Appendix F – Autoindexing Fax Entry Journals” on page 165.

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Journal Window By default, the Journal Window automatically displays in the Fax Entry window. The Journal Window monitors all processed inbound faxes, files imported, and other fax entries.

Journal logs are circular in nature. According to the maximum number of entries set, the oldest entry will be deleted when capacity is reached and the newest entry is added. You can specify the maximum number of entries by setting the Max Journal Record Count option in the Journal Log Configuration dialog box. The entries are sequentially and chronologically ordered. The default is 500 entries. To change the default, enter a new limit. The range is 100 to 5000 entries. The next example shows a typical Journal Window.

IBM FileNet Capture Fax Entry

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FileNet Capture Manager

Overview of Capture Manager IBM FileNet Capture Manager is a separate program intended for Capture Administrators to use to configure the following items for the workstation:

• Enable and disable collection of statistics in the Capture workstation statistics database.

• Update doc class definitions for an offline repository.

• Add and configure repositories.

• Add and configure logging.

• Add or remove access to individual Capture components.

• Add your own custom Capture components and optional components from third-party developers.

Run Capture Manager from the Start menu or from a shortcut on your Capture Workstation desktop. See Capture Manager online help for additional information.

NOTE You must be logged in as an Administrator on the local machine to run Capture Manager. Close any other instances of Capture Professional or Capture Desktop before you open Capture Manager.

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Part IV - FileNet Capture Maintenance andTroubleshooting

Backup and Restore Procedures for Capture ProfessionalWhen you perform a maintenance procedure such as installing a new release of the software on your workstation or on your server, or perform a procedure on the IS server that modifies the transient database (such as bes_clean), you may want to back up the data stored in one or both of the repositories. The data you decide to back up depends on what you use each repository for, and how you want to use that data in the future. The following sections provide instructions for making a backup of the database that corresponds to each type of repository.

Backing Up the Config FolderNOTE for IS Server Users Some operations and maintenance procedures that can be performed on the transient database of the IS server (such as bes_clean and inittrans) will delete everything in the Config folder. To preserve your configuration, back up your IS repository’s Config folder to your local repository before executing the procedure or running the utility. Coordinate with your IS server system administrator to make sure the Capture system administrator is aware of any server maintenance procedures that may impact the Capture data in the Config folder.

The following procedure preserves the settings collections, templates and capture paths data in the Config folder for an Image Services, Content Services or Content Engine repository.

Use this procedure when you perform an upgrade or maintenance procedure on the server.

1. Back up the settings collections from the Config\Settings folder to your local repository.

a. Select the Tools pull-down menu and choose Options and Tree View.

b. Check the checkbox of the first option: Allow cut, copy, paste, delete, drag, drop.

c. On the local repository, create a new folder for the copy of the repository. (Use an appropri-ate folder name such as [RepositoryName]\backup so that you can identify it easily.)

d. In the Tree View panel, select the Config folder from the repository. Choose the Edit pull-down menu and select Copy.

e. In the Tree View panel of the Local repository, select the backup folder you just created. Choose the Edit pull-down menu and select Paste.

2. Execute the maintenance or upgrade procedure (such as bes_clean for Image Services) on the server at this time, if appropriate.

3. Restore the original Config folder by copying Config from the backup folder in your local repository back to the root folder on the repository, as follows:

a. In the Tree View panel of the Local repository, select the Config folder from the backup folder. Choose the Edit pull-down menu and select Copy.

b. In the Tree View panel of your Image Services, Content Services or Content Engine reposi-tory, select the Config folder then press the Delete key to remove it.

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c. In the Tree View panel of the Image Services, Content Services or Content Engine reposi-tory, select the root folder (the repository name). Choose the Edit pull-down menu and select Paste.

The Config folder will be restored with the exception of indexing information in the settings collections which cannot be copied from one repository to another.

Backing Up the Local Repository To make a backup copy of your Local repository’s Config folder you can make a copy of the database file associated with the Local repository. Then, copy the archive copy to an appropriate backup location.

By default, the database file associated with the Local repository is named:

Local RIL.mdb

and located in \ProgramFiles\FileNET\Capture\Repository.

To restore, rename this file to the original name of Local RIL.mdb.

Backup Procedures for Capture Desktop Your in-process batches and custom folders are stored in a database file located on your workstation. This database file also contains a link to the library on the CS server where customized settings are stored.

There is one database file for each library (repository) that you configured using IDM Configure. If you have any custom folders or pending batches that you want to back up, make a copy of the database file associated with each library.

By default, the database file associated with a CS library is named:

[LibraryName]CS.mdb

and the database file associated with a CE library is named:

[LibraryName].mdb

where [LibraryName] is the name of the library. The file is located in \ProgramFiles\FileNET\Capture\Repository folder on the workstation.

NOTE To verify the name of the database file, you can check the Data Source Name for each configured library through Capture Manager. For non-shared repositories, the database file name will be the same as the Data Source Name plus an extension of “.mdb.”

To restore, rename the file to the original name.

When you restart the Capture Desktop application after installing a new version, the installer prompts you whether to use the previous repository (library) file. (You receive a separate prompt for each repository that you configured for the previous installation.)

• If you click Yes to use the existing repository, all of your custom folders, batches, and settings files are retained.

• If you choose not to use the previous version, all customized folders, batches and settings files will be overwritten by a blank database file.

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Security

OverviewCapture security differs depending on the type of repository you are using:

• An Image Services repository.

• A Content Services library.

• A Content Engine library.

Security for IS Server StationsWhen you are working with an IS server, Capture security is derived directly from the IS. If you are not familiar with the way security is configured for your IS, consult with your IS administrator or refer to theSecurity chapter in the IS System Administratorís Handbook.

In particular, see the topics on document security and security groups in the IS System Administratorís Handbook. Document security defines access to a particular document class based on permissions given to users and groups. Security groups define the access authority of themembers in the group.

• Security for Capture is controlled by security definitions on the IS server.

• Capture provides no features for controlling security.

• FileNet security is different from the operating system security.

• Security for ODBC repositories is managed by the database manager.

The IS-based document security and security groups control the items that Capture users can see, change, create, delete or run.

Each Capture page or document is based on a specific document class. The document class derives its security configuration from the IS. The IS security characteristics are applied to all objects based on that document class.

The IS document class security levels are:

APPEND/EXECUTE Groups and users granted this level of security for a document class can delete pages, documents or folders and process or delete batches.

WRITE Groups and users granted this level of security for a document class can change page, document, and batch attributes.

READ Groups and users granted this level of security for a document class can retrieve, display and print pages, documents, and batches.

The IS administrator can configure the document class to use these permissions singly or in combination. For example, you could configure permissions as read only, write only, read and write, or read and write and append/execute.

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NOTE The “Indexless” doc class should have the following group security: Anyone:Anyone:Anyone. If you choose to give the “Indexless” doc class more restrictive security, make sure that the users that are creating batches are members of the same security group as the “Indexless” doc class. Because Capture uses the Indexless doc class internally, you should not change the security settings for the Indexless doc class from the defaults.

Comparison of IS Security Groups for Capture UsersThe IS security groups of interest to the Capture administrator are described in the following sections.

SysAdminG GroupThe SysAdminG group is for users who administer the IS server. This group has control over Capture, as well, and can perform the same administrative duties as the CaptureAdminG group.

Members of this group can read, write, and append/execute all folders, batches, documents and pages on both the IS and the Capture systems. Refer to “Actions Permitted for Capture Security Groups” on page 98 for details.

AuditG GroupThe AuditG group is for users who monitor the system functions but who do not change configuration functions.

NOTE If you add AuditG to a user or group, the permissions of that user or group are reduced to the permissions of AuditG and that user or group cannot modify or create settings, templates, capture paths or batches.

Members of this group can read, but not write or append/execute, all folders, batches, documents and pages on the system. Refer to “Actions Permitted for Capture Security Groups” on page 98 for details.

CaptureAdminG GroupThe CaptureAdminG group is for users who perform Capture administrative duties, and who are responsible for maintaining settings collections, templates and capture paths.

NOTE Members of the CaptureAdminG group have full access to all Capture functions. They do not, however, have any special privileges on the IS.

Members of this group can view, create, and modify the settings collections, capture paths, and templates in the Config folder, override locked and busy batches, and modify batches that have errors. Refer to “Actions Permitted for Capture Security Groups” on page 98 for details.

DE_ErrorOverrideG GroupThe DE_ErrorOverrideG group is for users who override and correct batches that have errors at committal. Typically, supervisors are made members of this group so that they can remedy situations such as a batch totals discrepancy or other error that is preventing the batch from being committed. Members of this group can override locked or busy batches and modify batches that have errors. Refer to “Actions Permitted for Capture Security Groups” on page 98 for details.

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DE_BUSYOVERRIDEG GroupThe DE_BUSYOVERRIDEG group is used for users who need to unlock batches that are locked or busy. Typically, supervisors are made members or this group. Refer to “Actions Permitted for Capture Security Groups” on page 98 for details.

CaptureNoDeleteG GroupThe CaptureNoDeleteG group is for users who can delete individual pages and documents, but who cannot delete an entire batch.

Members of this group can view and modify the contents of batches, but they cannot delete the batch itself. This allows users access to the contents of a batch, but prevents them from accidentally deleting a batch that must remain available on the system. For example, if you have batches that are shared by other users, you can use this group to prevent users from deleting them without restricting their ability to modify the actual contents. Refer to “Actions Permitted for Capture Security Groups” on page 98 for details.

Creating and Assigning Security GroupsThe SysAdminG and AuditG groups are automatically created when the IS server is installed. The other security groups used by Capture must be created and defined on the IS server by the IS administrator.

The IS system administrator adds specific users to these groups using the IS Application Executive. For details on how to add users to one of these groups using the IS Application Executive, see the IS System Administrator’s Handbook. For more information about IS security, see the Security chapter of the IS System Administrator’s Handbook.

Actions Permitted for Capture Security Groups The next table shows the actions available to members of the different security groups used by Capture.

Object Permission Security Group

Sys

Ad

min

G

Au

dit

G*

Cap

ture

Ad

min

G

DE

_BU

SY

OV

ER

RID

EG

DE

_Err

orO

verr

ideG

Cap

ture

No

Del

eteG

Settings Templates Capture paths

View Yes Yes Yes No No No

Create or modify

Yes No DC No No No

Folders View Yes Yes Yes Yes Yes Yes

Create or modify

Yes Yes Yes Yes Yes Yes

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Document class and group security work together to control access to the settings collections, locked or busy batches, or batches with errors. Consider configuring your system’s security permissions so that only supervisors have control of Capture exception cases.

Only users belonging to SysAdminG or CaptureAdminG groups are able to create or modify settings collections, templates or capture paths. Members of the SysAdminG group always have permission to create or modify these objects. Members of CaptureAdminG can only modify these objects if they have document class permissions.

Members of the CaptureNoDeleteG group can delete pages and documents, but cannot delete an entire batch. Note that a member of this group should not be a member of either SysAdminG or CaptureAdminG, as these groups allow batch deletions.

Folders in Capture have no security controls.

Batches View Yes Yes DC DC DC DC

Create or modify

Yes No DC DC DC DC

Override error

Yes No DC DC DC No

Override busy

Yes No DC DC DC No

Delete Batch Yes No Yes Yes Yes No

DC = Depends on doc class security settings. You must have sufficient doc class access rights (READ) to see the batch. You will also need WRITE and APPEND/EXECUTE to create or to modify a batch.

* If you add AUDITG to a user or group the user or group cannot modify or create settings, templates, capture paths or batches.

Object Permission Security Group

Sys

Ad

min

G

Au

dit

G*

Cap

ture

Ad

min

G

DE

_BU

SY

OV

ER

RID

EG

DE

_Err

orO

verr

ideG

Cap

ture

No

Del

eteG

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Typical Capture Roles and the Security Groups The next table lists the Capture security groups and the Capture users typically associated with each group.

Each security group is discussed in the following sections.

Locked and Busy Batch Override Privileges When an operator processes a batch, the software locks the batch to prevent another user from opening it and making changes. This ensures that only one user at a time can access and modify a batch.

There may be times when a batch is locked or busy and the person who initiated the action to lock it is not available to complete the processing required to unlock the batch. In these circumstances, it may be necessary to override the locked batch so the batch can be deleted or processed further.

Depending upon IS administrative security permissions, users who are members of the following IS groups can override locked batches:

SysAdminG CaptureAdminG DE_ErrorOverrideG DE_BUSYOVERRIDEG

Users can only override locked or busy batches if they belong to the SysAdminG, CaptureAdminG or DE_BUSYOVERRIDEG groups.

Security Group Job Title and Duties

SysAdminG IS System AdministratorAdministers the IS system, including: setting up security, creating groups and adding users to groups, creating document classes, and indexes.

AuditG External AuditorViews all parts of the Capture system, but cannot change or modify any objects.

CaptureAdminG Capture AdministratorAdministers the Capture system, including: creating and modifying settings collections, templates, and capture paths; overriding and correcting batches in error; overriding busy batches.

DE_ErrorOverrideG Department Supervisor Job duties include: overriding and correcting batches in error; overriding busy batches.

DE_BUSYOVERRIDEG Department Supervisor Job duties include: overriding and correcting batches in error; overriding busy batches.

CaptureNoDeleteG Capture Scan OperatorOperates a Capture workstation using existing capture paths, templates, etc. May delete individual documents, but cannot delete batches.

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Changes to IS Security Profiles When the IS administrator makes a change to a user's security setting, the change does not take effect until the user logs out and logs back in again. An example of such a change might be moving a user from one security group to another.

At some sites, multiple users share a single user ID. In this case, all users sharing the same ID must exit before the change can take effect.

Changes to Document Security Complete all processing steps for all batches in the repository before making changes to the security configuration of a document class. The batches should be committed to the repository and no new batches should be added to the repository. All polling and automated features should be turned off while the changes are being made. Polling and automated features can be turned on once the changes have been completed and verified.

Making changes to document classes with batches in process on the repository can cause problems in processing or committing the documents. The document class of the batches in process and the document class on the repository will be out of synch.

Settings collections that use the changed document class must be rebuilt using the new document class. See Settings Collections in the Capture Professional online help.

Password Expiration When a user logs on to Capture, the Capture BESRIL checks the status of the user's password. With the password grace period and expiration correctly configured on the IS server, a user ID and password can be in one of several conditions:

Normal The password is current (not in the warning period, at expiration or expired), and the logon proceeds.

In the Warning Period The password is N-days away from expiring—in the grace period. When the user logs onto the IS, the system displays a message giving the user an opportunity to change the password.

At Expiration This state exists when the user logs on for the first time after the end of the warning period. The user can logon successfully using the old password this ONE time. The following warning message is displayed:

Your password has expired. Please change your password or subsequent logon attempts will fail.

The choices are Yes or No. Selecting Yes opens the Change Password dialog box. See “Security Considerations for Offline Repositories” on page 102.

If the user selects No, chooses not to change the password, then all subsequent logons will fail since the account will have expired.

Expired This state is the result of not changing the password when prompted to do so at expiration. At this point, the password is no longer valid and the user must contact the IS system administrator and request that the user account be reinstated.

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Security Considerations for Offline RepositoriesThere is no Doc Class security enforcement during offline work. All users of an Offline Repository can work with batches from any DocClass defined on the associated Remote IS. DocClass security is enforced only during the Phase 2 commit process.

Security Options on Content Services StationsFor a Content Services repository, you control the security settings for committed CS documents from within the Commit component.

Select one of the following security settings:

Use Server default security for all documents sets the security for each document to whatever the default settings are for the CS Library.

Set same security for all documents prompts the operator to set the security as the commit phase begins. The same security settings are used for all of the documents in the batch.

Set security for each individual document allows the operator to specify the security for each individual document as it is committed.

Security Options on Content Engine StationsBefore you commit documents from within Capture to a Content Engine library, you should make sure that the library security is configured properly. Refer to the online help provided with your Content Engine server software, including the topics titled “Getting Started with FileNet P8 Platform Security” (in the ECM help) and “Security Policies” (In the Administration help) for important guidelines on setting up the security for the system.

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For a Content Engine library, you control the security settings for committed CE documents from within the Commit component.

Select one of the following security settings:

Use Server default security for all documents sets the security for each document to whatever the default settings are for the CE Library.

Set same security for all documents prompts the operator to set the security as the commit phase begins. The same security settings are used for all of the documents in the batch.

Set security for each individual document allows the operator to specify the security for each individual document as it is committed.

Local Administrator rightsThe following applications and functions require that the user has local Administrator rights:

• Running Capture Setup

• Running Capture Manager

• Modifying the Capture Statistics location in Capture Professiona

• Running Kofax software, including Kofax Image Control for Scan, Kofaf Adrenaline for Doc Processing, and Kofax SVRS. This is a Kofax restriction.

If Capture is installed on an NTFS file system, you must update the security settings of the following folders to give a non-administrative user sufficient read/write access rights to these folders:

• Capture “Repository” folder (default location C:\Program Files\FileNET\Capture\Repository)

• Capture “Reports” folder (default location C:\Program Files\FileNET\Capture\Reports)

• Capture “Inbound Link” folder (default location C:\FaxEntry)

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Performance

OverviewYou can enhance performance on both the Capture workstation and the server by tailoring the types and levels of features used. Using the performance tips below can help you to use Capture more efficiently, and improve performance.

Also refer to the document Capture Performance Recommendations. To download this document, see “Accessing IBM FileNet Documentation” on page 16.

Install the newest fixes Verify that you have all of the latest Capture fixes as well as all of the dependency fixes in WAL, the server and IDM Desktop. On the IBM site (www.ibm.com), select Support and Downloads > Download > Fixes, Updates, and Drivers. Category - Information Management, Sub-category - FileNet Capture.

Tuning your server For best performance, tune your server after the system is in production. Tuning is an iterative process. Production system usage generally differs from original estimates. Transient database activity with Capture is typically much higher than with WorkForce Desktop. Therefore, pay special attention to the transient database (buffer configuration, partition layout, RAID).

Basic tuning guidelines for FileNet Capture usageThese are tasks that you can complete to tune your servers:

• Put the transient_db on a separate magnetic disk / controller than the transient_rl.

• Put cache on a separate magnetic disk / controller than the transient databases.

• Configure the Transient Buffer Pool Size on each applicable server from 10,000 to 25,000.

• Configure the Document Buffer Count on each applicable server: 1 per optical drive + 1 per scanner + 16.

• Configure the Document Buffer Size to a value that is at least as large as 99% of your individual image sizes.

• Configure no more than 2 bes_commit processes on each BES server that is used for FileNet Capture.

Tune application usage and design These are guidelines for tuning both application usage and design:

• Minimize the number of folder and repository refreshes.

• Refresh at the batch level. Avoid refreshing at the folder or repository level. Refreshing at the batch level reduces the number of records you are reading from the IS server.

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• Use Filtering to minimize the number of remote procedure calls (RPCs) to the server.

• Use the “Name Is Equal To” filter whenever possible. It is the fastest filter and is the most efficient filter for reducing the number of RPCs to the IS server.

• If you cannot use the “Name Is Equal To” filter, use the “Is Equal To” operator with one or more of the following batch properties:

Status - OK, Locked, Busy, ErrorCurrent Phase - Assembly, Index, Batch, Commit, etc.Next Phase - Assembly, Index, Batch, Commit, etc.

• Restrict the number of batches per folder to a minimum. You should try to keep the number of batches per folder to less than 100.

• Keep the number of pages per batch between 100 and 200, if possible.

• Avoid clicking on multiple folders. Each time you click on a folder, all of the batch information within that folder is loaded into memory and not released until you exit Capture. This means that if you click on 5 folders with 500 batches in each folder, you've essentially loaded the information of 2500 batches in memory.

• Process your batches as soon as you create them. This will keep the number of batches to a minimum and reduce the overall work load on the IS and the workstation.

• Avoid using thumbnails in the List View. Each thumbnail uses additional memory on your workstation and can create additional traffic to the IS server.

• Avoid using the List View. Hiding the List View can improve performance by eliminating the need to update the objects it contains.

• Design your application without using the Tree View control. This option prevents users from clicking on unnecessary folders. If you use the Tree View, design your application to prevent users from clicking on folders they do not need. Clicking on the folder uses additional memory on your workstation and creates additional traffic to the server.

• Optimize the use of your scanner by performing software Doc Processing on a PC other than your scan station. If you perform software doc processing and scanning on the same station, more than half your time on the scan station will be spent in doc processing.

• Do not use Doc Processing options that you do not need. Each option adds additional steps to the processing of your documents. For example, if you are scanning documents with 3 of 9 horizontal bar codes you should select 3 of 9 horizontal bar code options and not every bar code option available through Capture.

• To make more effective use of your high-speed scanner, you should take advantage of the continuous scanning feature or scan large batches with document separators. Both of these options will increase your document scanning throughput by reducing the need to stop and restart scanning continually.

• Committing multi-page tiff files might reduce retrieval performance of committed documents because the entire file must be retrieved before a page can be displayed.

Check Hardware These are basic hardware guidelines:

• Refer to the IBM FileNet Capture Installation and Upgrade Guide for workstation hardware requirements.

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• Use multiple BES Application servers to handle very high volume document capture applications. Do not configure a single BES Application server to handle more than 15,000 image scans per hour. Custom Capture applications that inefficiently use Batch Entry Services, such as those that do not follow the application usage and design guidelines, might need to deploy additional BES Application servers at lower page-scan volumes. See “Tune application usage and design” on page 104.

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Other Maintenance Procedures

Updating settings after changing a document classTIP It is better to make a new document class than to change an existing one. When you change an existing document class, errors can result with retrieval of previously committed documents, or when a capture path or template uses the modified document class to process new documents.

If you change a document class and it is not possible to create a new settings collection to use with the modified document class, use the following procedure to update the associated settings collections. Before you begin, determine if the Server Administator changed any index fields when you modified the document class.

On a Capture Workstation, perform the following steps:

1. In the Config/Settings folder, select the setting that uses the document class.

2. On the Edit menu, click Settings to display the Settings Wizard.

3. Click Next to step through the Wizard, and then click Finish to exit. Do not change any entries.

If a new field was added to the document class and no existing fields were changed, then the settings update is complete. However, if an existing field was changed (for example, the size was increased) you need to reconfigure the index for the changed field, as follows:

1. With the setting still selected, on the Tools menu, click Configure and Index.

2. On the Field tab, select the field that was modified.

3. Click Configure.

4. On the Input Masks tab, verify the mask length and click on OK.

5. Repeat this procedure for each modified field.

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Troubleshooting

This chapter covers the following:

• Using the FileNet Capture Logging feature

• Possible causes of errors on objects.

• Errors that are related to specific components.

• General errors.

FileNet Capture LoggingTo assist adminstrators to troubleshoot errors and performance issues, IBM FileNet Capture includes a logging feature that you can enable and configure to log a specified trace level.

To use the logging feature:

1. Start the FileNet Capture Manager application.

2. Click Logging.

3. Click the Enable Logging checkbox.

4. Select the minimum trace level to log:

Error: Logs all errors when a component cannot continue and requires a user action.

Warning: Logs all issues when a component encounters an unexpected condition but processing can con

Info: Logs infomation that might be of interest. For example, the number of batches committed per second.

Verbose: Logs miscellaneous infomation, including debug data.

5. Specify the destination of the log file. You can choose to view the log file in the Windows Event Viewer, save the log file in a specific location, or both.

6. Click OK.

Object Errors

Objects in a Batch Contain No Object Properties FileNet Capture only writes the object properties when the batch is saved internally. If an error occurs before FileNet Capture saves the batch, such as an error that occurs before scanning is complete, no object properties are written to the object. As a result, subsequent processes that rely on object properties do work.

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Cannot run a process that is ran on another workstation Problem A process was running on one Capture workstation without incident, but when you try to run it on a different workstation, it does not run properly.

Probable Cause The component that is not working is not installed on the workstation.

Corrective Action Check that desired Components are installed and install any missing components.

To check that a component is installed on a workstation, from FileNet Capture, click Tools -> Configure and look for the component in the drop-down menu.

Another way to check that a component is installed on a workstation is to start FileNet Capture Manage and look for the component in the Name column in the Components section.

If the component is not present, add the component by using FileNet Capture Manager. See also “FileNet Capture Manager” on page 93.

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Scan

Capture page size setting has no effect on scanned page sizeProblem Capture scanner settings have no effect on the page size setting. For example, the Capture scan component is configured for legal sized paper, but the scanner properly scans only letter-sized paper.

Probable Cause The paper size configuration of the scanner hardware is different from the Capture software configuration.

Corrective Action Check the setting for the page size on the scanner. Set both the scanner and Capture settings to the same value. Continue to check both scanner and Capture software when changes are made to either.

Errors scanning long pages When trying to scan large or long pages (11 x 17 inches or larger), scan processing fails and returns various Kofax error messages. These error messages can include:

20226 KGERR_BADROTATIONLONGSCANCOMBO 20227 KGERR_BADIMAGEPROCLONGSCANCOMBO

Probable Cause The Kofax board does not have sufficient memory to process the features enabled.

Corrective Action Add memory to the board, if possible, or reduce the memory usage or the number of features that are enabled.

Feature / Option Method to Reduce Memory Use

Page size Use a smaller page size

Scan mode Use simplex

DPI Use a lower DPI

Color depth Use a lower color depth

Bar code recognition Disable bar code recognition

Patch code recognition Disable patch code recognition

Rotation Disable rotation

Deskew Disable deskew

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Image Verify

Image Verify buttons disappear while verifying images This can happen after you double-click on a page in the workspace viewer, or select a page in the Tree View or List View.

Corrective Action Right mouse click in the workspace (where the viewer resides) and select the Image Verify menu option from the list. This action reactivates the Image Verify control in the workspace. This method can be used with any control that has a user interface, such as Index or Index Verify.

Index

Index fields disappear while indexing This can happen after you double-click on a page in the workspace viewer, or select a page in the Tree View or List View.

Corrective Action Right mouse click in the workspace (where the viewer resides) and select the Index control menu option from the list. This action reactivates the Index control in the workspace. This method can be used with any control that has a user interface, such as Image Verify or Index Verify.

Index Values are not available after file import The index values from an index file might not be available from an imported file if the index files are not correctly specified in the File Specification and imported with the content files.

Corrective Action Define the data files in the File Specification field and define the index file extension in the Index File Extension field. Save the corrected configuration and run File Import again.

Index Verify

Index Verify fields disappear while verifying index Values This can happen after you double-click on a page in the workspace viewer, or select a page in the Tree View or List View.

Corrective Action Right mouse click in the workspace (where the viewer resides) and select the Index Verify Control menu option from the list. This action reactivates the Index Verify Control in the workspace. This method can be used with any control that has a user interface, such as Image Verify or Index.

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Capture path

Capture path created on a different workstation does not run You can create capture paths on one workstation, then use them on other workstations. To do this, you must ensure that all of the components that are used in the capture path are installed on the workstation.

Ad hoc functions

Cannot perform ad hoc functions If you cannot perform any ad hoc functions, the workstation is operating in capture path mode. When a capture path is running, most of the other functions available from the user interface are disabled.

When the workstation is in capture path mode, the words “Capture Path” appear in the status bar.

To stop a capture path that is running, click the Stop button. Note that stopping an active capture path can cause errors on the batch.)

Templates

Template properties show unexpected values You can use the Properties command from the context menu to display information about a template.

The Class shown for a template may not reflect the actual document class of the settings collection associated with the template. A default document class of Indexless (for IS and CS systems) or Document (for CE systems) is used for a template.

When you create a batch based on a template, you select one of the available settings collections which in turn sets the default document class for the batch.

User interface

Toolbars or buttons do not appear If a toolbar or icon button does not appear as expected on the FileNet Capture window, a system administrator probably disabled the toolbar or button.

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DocProcessing

DocProcessing does not run A common cause of DocProcessing not running on a batch is a post-scan engine that is not configured for the settings collection.

To correct this problem:

1. Select the settings collection you were trying to use.

2. Click Tools, Configure, DocProcessing.

3. Select the desired post-scan engine and click OK.

4. Create a new batch using the changed settings collection.

5. Run DocProcessing.

For information about configuring DocProcessing options, see the Capture Professional online help.

DocProcessing functions have no effect on some pages Two possible causes of this are:

One or more pages is marked for Rescan or Reject Post-scan DocProcessing functions will have no effect on pages marked with a Rescan or Reject attribute. To process a page marked with a Rescan or Reject flag, you must first remove the flag (by using the Image Verify Attributes Dialog Box) before you can proceed with DocProcessing.

One or more pages is in a format not supported by the Doc Processing software In general, you can perform Doc Processing functions only on bi-tonal and color TIFF images. Doc Processing of JPEG and grayscale images is not supported by many of the standard Doc Processing functions.

If you are using certain Kofax controller boards, or you installed the Advanced Doc Processing option, you can detect bar codes and patch codes from JPEG and grayscale images. Refer to the documentation for your controller or Doc Processing option for specific support information.

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Commit

Batch fails to commit A batch can fail to commit for a variety of reasons. However, the most important piece of information when recovering and trying to commit the batch again is where the failure occurred. The commit can fail at the FileNet Capture workstation, or at the Image Services server.

You can confirm on which component the error occurred. For example, if you did not index verify a batch that needed verification, the system marks the batch with an error on the index verify phase. This enables you to check the property on the batch to determine where the error occurred and which phase you need to run.

Commit fails at the FileNet Capture Workstation This type of failure is usually caused by missing required index fields in the batch that you are trying to commit. This type of error displays a red exclamation mark next to the batch in the Tree View. FileNet Capture does not pass the batch to the Image Services server.

Commit fails at the Image Services server With this type of failure, the FileNet Capture software does not find any problems with the batch and sends the batch to Image Services for committal. After FileNet Capture passes the batch to the Image Services server, the batch is beyond the control of FileNet Capture and the batch object is removed from the Tree View. When the Image Services server cannot commit the batch, the Image Services server notifies FileNet Capture of the error and flags the batch as Failed Committal. The elapsed time time between the failed committal and notification to FileNet Capture varies and depends on how the Capture workstation and the Image Services server are configured and networked.

In addition to waiting for the Image Services server to notify the FileNet Capture, you can poll for batches that failed committal.

Committing the batch againWhen the effort to commit a batch fails, an error message typically notifies you of the reason for the failure.

To recommit a batch that failed committal at the Capture workstation1. Select a batch to recommit.

2. Correct the reason that the batch failed to commit. For example, if the commit failed because of missing information, index the document again.

3. From the FileNet Capture application click Tools -> Start -> Commit.

To recommit a batch that failed committal at the Image Services server1. Select the parent object (Folder, or Repository) indicated by the Failed Committal message.

2. Click Edit -> Refresh to display the failed batch in the Tree View.

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3. Correct the reason that the batch failed to commit.

4. Click Tools -> Start -> Commit.

5. Repeat steps 1 through 4, if necessary, until the Commit succeeds.

Logon

Message — Logon Error: Your password expires on <server> at <date&time>. Do you wish to change it now?Cause Image Services security detected that the Image Services password of the user ID receiving this message is approaching the expiration date.

Action Change the Image Services password before the stated expiration.

To change the password:

1. Click Yes to display the Change Password window.

2. Type the old password in the Old Password field.

3. Type the new password in the New Password field.

4. Type the new password again in the Confirm New Password field.

5. Click OK to save the new password.

If a user fails to change the password before the end of the warning period, the user cannot log on and receives the message: The account has expired and is no longer valid. See also “Message — Logon Error: The account has expired and is no longer valid” on page 116 and “Password Expiration” on page 101.

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Message — Logon Error: The account has expired and is no longer valid Cause The Image Services password for the user ID expired.

Action Change the password now. The first time this message displays, the user can use the old password one last time.

To change the password:

1. Click Yes to display the Change Password window.

2. Type the old password in the Old Password field.

3. Type the new password in the New Password field.

4. Type the new password again in the Confirm New Password field.

5. Click OK to save the new password.

If a user fails to change the password, the user cannot log on. The user must contact the Image Services system administrator and request that the account be reinstated. See also “Password Expiration” on page 101.

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Part V - Appendixes

Appendix A – Patch Code Specifications

This section provides exact measurements for use in laying out patch codes. A patch that is laid out in accordance with these measurements will be recognizable by the software patch code detection option. Some of the patches are also suitable for use with the hardware patch code reader optionally available on Kodak Imagelink scanners.

When generating patch codes, adhere to these specifications. Otherwise the software may not be able to detect the patch codes.

Patch Type 1Suitable for use only with software patch code detection.

Patch Type 2Suitable for use with both software and hardware patch code detection. The Kodak hardware interprets this patch as an instruction to assign image level 2 to the current image.

Patch Type 3Suitable for use with both software and hardware patch code detection. The Kodak hardware interprets this patch as an instruction to assign image level 3 to the current image.

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Patch Type 4Suitable for use only with software patch code detection.

Patch Type 6Patch type 6 is suitable for use only with software patch code detection.

Patch Type TPatch type T is suitable for use with both software and hardware patch code detection. The Kodak hardware interprets this patch as an instruction to assign a mode-configured image level to the next image to be scanned.

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Appendix B – Bar Codes

This appendix is a guide to optimizing the use of bar codes during the scan and post-scan processes. This document provides only the information needed to achieve that result. For a full discussion of bar codes and scanning options and features, please see the other documents and online help provided with Capture.

Supported Bar Code TypesThis document describes specific bar code types supported by Capture. When designing a Capture system that employs special bar code features, ensure that all parts of the system — from the scanner to the storage repository — can support the features adequately.

Consider the following to ensure adequate support by Capture:

• Your scanner, scanner interface card, or doc processing software might support bar code types that are not listed in this document. Conversely, your scanner might not support some of the bar code types supported by Capture.

• Some bar code types supported by Capture might provide features (support for control characters, for example) that are not supported in other Capture components.

• Some bar code types might contain more characters than Capture features (such as index fields) can accommodate. For example, some wo-dimensional bar code symbols support up to 2000 characters in a single bar code. However, your index fields, configured on the server, might not be able to accept that number of characters and truncate the data.

NOTE FileNet added support for two-dimensional bar codes in Capture release 4.0. If you are using an earlier release, you must upgrade to Capture 4.0 to use the two-dimensional bar codes.

General ConsiderationsUsing bar codes for quality assurance, batch separation, and automatic indexing can reduce cost, increase system throughput, and reduce errors. A bar code contains information - account numbers, part numbers, customer addresses, etc. - that usually corresponds to properties that are associated with the documents you are scanning.

When using bar codes, you need to determine if you are using hardware or software bar code processing. If your scanner or scanner interface board supports doc processing, you use hardware bar code processing. Hardware bar code detection takes place as you scan your documents. The scanner passes the image to the processor on the board that interprets the bar code based on configuration settings in the Scan component. The interpreted information is stored as properties of the image.

If you have optional Doc Processing (Kofax Adrenaline) software installed you use software bar code processing. This processing is performed by the DocProcessing component. Software bar code processing takes place as a separate step, after you have scanned or imported your document. Software bar code processing locates the bar code in the image and extracts the embedded information. You configure the bar code settings for post-scan software bar code detection through the DocProcessing component.

Specific characteristics of bar codes include height, width, ratio, bar code length (minimum chars per bar code setting), max bar codes per line, max bar codes per page, search direction, bar code

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type, quality, edge noise, quiet zone, speckling, and skew. For details about how you to adjust these characteristics to maximize bar code detection during scanning, see “Improving Bar Code Reading Accuracy” on page 120.

There are a number of symbologies, or bar code alphabets, available. Each symbology varies in the number of characters contained in its alphabet. For example, Code 3 of 9 includes 43 characters including letters, digits and some punctuation. The section titled “Supported Bar Codes” on page 124 briefly describes some of the most commonly used bar codes.

Bar Code Quality AdjustmentsThe quality of the bar code on the page to be scanned (or imported) will affect whether or not the bar code can be read and decoded accurately. Both hardware and software bar code detection methods may fail if the bar codes on the original images are distorted or poorly reproduced.

The following suggestions apply to the bar codes on the source documents that you are scanning or importing:

• The density of the lines of the bar code can be made darker or lighter to improve detection. Increase the resolution used to print the bar code to increase crispness of the bar code and hence the reading accuracy rate. A slight adjustment in dpi can make a significant difference. Please note that increasing the dpi resolution may also create noise. You must determine the best procedure for your unique conditions.

• Print the bar code directly onto a page.

• Never affix bar codes to a page using tape. Tape interferes with the scanner’s ability to detect the bar code.

• Larger bar codes are read more accurately and tolerate skew better. (See “Bar Code Height Setting” on page 120 and “Width Setting” on page 121.)

• Photocopies can show speckles that can interfere with bar code detection. Use a bar code that is printed with a laser printer to ensure a crisp copy.

Improving Bar Code Reading AccuracyAdjusting your scanner can improve the success and accuracy of bar code detection. Check your scanner manual for tips to improve quality.

The following conditions contribute to the accuracy reading rate and speed of detection of bar codes. By adjusting these parameters, you can control the accuracy and detection speed of bar codes.

Bar Code Height SettingThe Height setting is the distance between the top of the bar code and the bottom of the bar code. The minimum bar code height (of the entire bar code) is approximately 0.15 inch, and the maximum is 1.25 inch. However, a taller bar code has a better chance of being successfully read.

By increasing the search height, the speed increases while reading accuracy decreases. By decreasing the search height, the speed decreases while the reading accuracy increases.

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Bar Code Length SettingThe Bar Code Length is the minimum number of bar code characters that must be found before the bar code is processed. You specify the bar code length in the Min. Chars per bar code field. Bar Code Length applies to the following bar code types:

• Codabar

• Code 128

• Code 93

• Interleaved 2 of 5

• Code 39 (Code 3 of 9)

• Linear 2 of 5

A scanner reads more accurately and quickly when a bar code has fewer characters. As the number of characters increases, there is a higher chance for error.

For example, a 3-character Code 3 of 9 bar code contains 50 elements, while a 10-character Code 3 of 9 bar code contains 120 elements. The 3-character Code 3 of 9 bar code has a higher probability of being read successfully and quickly.

The following bar codes are fixed-length bar codes and the scanner ignores any value in the Min. chars per bar code field is ignored.

• UPC-A

• UPC-E

• EAN

• Postnet

• Maxi code

Bar Codes with Thin Bars When the width of the smallest element is 3 or less pixels, the detail might not be distinguished.

Width SettingThe Width is the physical width of the smallest element within the bar code. You can alter width settings slightly to work with other bar code settings. Adjust the width setting from a minimum of 0.010 inch to a maximum of 0.050 inch. Most bar code widths fall within the following ranges:

Because the larger elements of the bar code are calculated from the smallest using the ratio value (See “Ratio” on page 122), it might be necessary to adjust the ratio value.

When the width of the smallest element is 3 pixels or less, the detail might not be distinguishable. For the best accuracy rates, set the width of the barcode as close as possible to the actual width.

at 200 dpi: 0.010-0.013 inch

at 300 dpi: 0.014-0.018 inch

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RatioRatio is the ratio of the sizes of the large elements to the small elements of the bar code. When the ratio is large, the bar code is easiest to read. The ideal ratio is 3:1, indicating that the width of the largest element is three times larger than the narrowest element. Because the bars in a bar code can lose pixels during the scan process, smaller ratio bar codes, such as 2:1, are harder to detect. When using the ratio setting, you must also consider the Width parameter.

For example, if the width of the narrowest bar is 0.020 inch, the width of the largest bars would be 0.040 for a 2:1 ratio or 0.060 for a 3:1 ratio. You must decide which ratio and bar code width would give you the desired result based on all your operating conditions.

By default, many bar code types use a ratio of 3:1. The option to select a ratio of 2:1 is available for some bar code types. The following bar code types can use the ratio setting:

• Codabar

• Code 39

• Code 93

• Linear 2 of 5

• Interleaved 2 of 5

Maximum Bar Codes per line The Maximum bar codes per line controls the maximum number of bar codes that appears on the same axis (row or column). The search continues along the same axis until the edge of the image is detected or the specified number of bar codes is encountered. As a best practice, use only one bar code per line, thus minimizing the duration of the search performed.

Maximum Bar Codes per page Always set the Maximum bar codes per page to the number of bar codes that can appear on your documents. Because the scanner or software searches the entire page, the system slows if you specify a large number of barcodes. You can use a maximum of 64 bar codes per page.

Search Direction The Search Direction determines which directions are used to search for bar codes. Select only the orientation directions that are required. With the minimum number of directions set, a faster search occurs because there are fewer directions to search. If you choose to search all four directions for bar codes, there is a large performance degradation.

Bar Code Types The Bar Code Type determines what type of bar code to search for. You can select more than one bar code type, but you should select only the bar code types that you actually use. The more bar code types you select, the longer processing time for each page.

Some bar code types are mutually incompatible, and you cannot select their types together. The incompatible combinations are:

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• Interleaved 2 of 5 and Linear 2 of 5

• UPC-A and EAN

• UPC-A and UPC-E

• Postnet and any other type

QualityIf you are processing bar codes that are smooth and free of noise, set the Quality to Good. Bar codes that are of lesser quality require the Normal or Poor setting.

The Quality setting and the Height setting determine the number of searches for bar codes that are made within an area or page. For instance, increasing the bar code height and a lower quality setting causes the bar code driver to perform more searches for bar codes.

The following conditions also contribute to increasing the accuracy reading rate and speed of detection of bar codes:

Edge noiseEdge noise describes bar codes that contain bars with rough edges. Edge noise occurs when the bars acquire or drop pixels and causes a blurred bar. If the ratio setting is small, and the elements gain or lose a pixel during scanning, the ratio setting might decrease to make the bar code difficult to read. To minimize edge noise improve the quality of the bar code image that you are using. (For example, increase print resolution (dpi) when you print bar codes. See “Quality” on page 123.

Quiet ZonesA quiet zone, also called a margin, is the area immediately preceding the start character and following the stop character, and contains no marking. A bar code must be surrounded by a noise-free quiet zone of at least 1/10 inch; a 1/4 inch area is best. A quiet zone provides a period in which no light-to-dark or dark-to-light transitions occur so that the scanner can differentiate a bar code from other information. You can improve readability by positioning bar codes away from the edge of an image, and by ensuring that there are no extraneous marks within the quiet zone.

SpecklingSpeckling refers to small pixels around the bar code region. This problem becomes serious when the pixels near a bar code interfere with the detection of quiet zones. Use the Despeckle function, if available, before you start searching for barcodes to eliminate extraneous pixels in the bar code area. You can also reduce the interference that is caused by debris on the scanner glass by cleaning it prior to scanning the bar code.

SkewEven though scanners can read skewed bar codes, there are detection problems with heavily skewed bar codes. You can apply the Deskew function before you start searching for bar codes.

Paper FeedEnsure that the page is feeding correctly into the scanner to minimize skewing. Searching the shorter side of a page for bar codes is faster than searching the longer side.

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Using Bar Codes with FaxesIt is possible to process bar codes on inbound fax images using Capture. Note that the resolution and overall quality of the fax image must be very good. The originating and receiving fax machines must be configured carefully. Additionally, you must install DocProcessing on the receiving Capture workstation. You need to try different settings when configuring your fax machine and FileNet Capture to ensure best results.

Fax Machine SettingsEnsure that the sensitivity of the sending fax machine is set on the most sensitive setting. For some fax machines, the setting is called Details. For others, the setting is Fine or Superfine.

Capture Bar Code SettingsBecause the faxed bar code is entered into Capture as a TIFF image, the DocProcessing component processes the bar code information. Therefore, you must configure the bar code parameters in the Bar Code tab of the Doc Processing Properties window. Set the Quality setting to Poor and ensure that the remaining settings for the bar code you are using are correct.

Using Bar Codes In CaptureIn FileNet Capture, bar codes are used to optically acquire information such as account numbers, invoice numbers and dates. Bar codes can also trigger events, in the same way as patch codes can trigger events.

Bar Code DatesData fields obtained from bar codes are stored as strings. You can use string selection in the Index component of Capture to change a string date collected from a bar code into a date field against which computations can be performed. When bar codes are used for autoindexing, the date mask format of the bar code must be the same as the format in the date field. When preparing bar codes for autoindexing, use bar code date formats that are supported by Capture, and consider using one of Capture’s four-digit year formats.

If a two-digit year format is used in a bar code, the century selected for the date field applies to the date. This is true whether the century is the default current century or the stated century. Capture cannot obtain the century from the scanned date because the scanned date is stored as a string, not a true date.

To create bar codes from which dates can be read:

• Match the date formats of the bar codes to the formats supported in Capture.

• Use a four-digit year format in the bar code. This action ensures that the Capture uses the correct century.

Supported Bar CodesThe following examples of bar codes are for definition and clarification only. These example bar codes are not to scale and are unsuitable to use as test samples.

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Standard (One-Dimensional) Bar CodesThe following bar codes are supported in all FileNet Capture releases.

CodabarCodabar is a self-checking, variable-length bar code that can encode sixteen data characters (0 through 9, plus six special characters). Each character is represented by seven elements within the bar code (four bars and three intervening spaces). An intercharacter gap separates each character within the bar code. Codabar symbols vary in length. Codabar is useful for encoding dollar quantities and mathematical figures.

Code 3 of 9 (39)Code 3 of 9 is an alphanumeric, self-checking, variable-length bar code that uses five black bars and four white bars to define a character. Three bars are wide and six are narrow. A character is represented by nine elements. An intercharacter gap separates each character. Start and stop characters are depicted as asterisks (*) and are used to delineate the bar code. The bar code is preceded and followed by quiet zones. A check character is optional. Code 3 of 9 supports 26 uppercase letters, 10 digits, and 7 special characters which include: - . $ / + % (space)

Code 93Code 93 is a variable-length bar code that encodes 47 characters. Each character is composed of nine elements arranged into three bars with their adjacent spaces. Code 93 is a compressed version of Code 3 of 9.

-78/43

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Code 128Code 128 is an alphanumeric, high-density, compact, variable-length bar code that can encode the full 128-ASCII character set. Each data character is represented by six elements. There must be an even number of black elements and an odd number of white elements.

EANEAN is used for products that are required to be identified by their country of origin. It is a fixed-length bar code that can encode 13 characters. The first two characters identify the country of origin, the next 10 are data characters, and the last character is the checksum. It is a superset of the UPC-A character set. EAN is incompatible with UPC-A.

Interleaved 2 of 5Interleaved 2 of 5 is a high-density, self-checking numeric bar code that uses five black bars and five white bars to define a character. Two digits are encoded in every character—one in the black bars and one in the white bars. Two of the black bars and two of the white bars are wide. The other bars are narrow.

Each Interleaved 2 of 5 bar code must contain an even number of encoded digits and must be of a fixed length. A check character is optional.

PostnetPostnet is the Zip+4 postal bar code that is placed on envelopes or postcards to expedite delivery. Each code may consist of five, six, nine, or twelve digits plus a correction code. Note that the Postnet bar code is not compatible with other bar code types and there may be only one per page.

AA7777

01234

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UPC-AUPC-A is a bar code that encodes a twelve-digit number. The first digit is the number system character. The next ten digits are data characters. The last digit is the checksum. This is the standard bar code used on merchandise to identify the product and manufacturer. UPC-A is incompatible with EAN.

UPC-EUPC-E is a bar code that is a zero-suppressed version of UPC-A. The data characters and checksum are compressed into six characters. The original ten data characters must have at least four zeros and the number system must be zero.

Two-Dimensional Bar CodesThe following bar codes are supported in FileNet Capture.

NOTE Some two-dimensional bar code types are only available if you have purchased an advanced bar code support option. If you are using software bar code detection, support for these advanced bar codes is available through the optional Advanced Doc Processing package.

PDF417PDF417 encodes up to approximately 1850 ASCII characters, depending on the error checking used. PDF417 bar codes are used to encode relatively large blocks of data, and can often be read despite some damage to the original.

92626-1420

2 23456 22345 8

0 6704050

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PDF417 allows embedded control characters, such as line feeds, that cannot be displayed within Capture attributes.

Data MatrixData Matrix bar codes may contain as many as 3000 characters from the entire ASCII character set. Data Matrix bar codes are characterized by a unique perimeter pattern and sophisticated encoding and decoding algorithms.

Data Matrix bar codes can contain extended characters, such as unicode characters and photos, that might not be compatible with other components of a Capture system.

MaxiCodeMaxiCode bar code symbols are of a fixed size and are square in shape. They are characterized by a circular target in the center. MaxiCode symbols can contain approximately 93 alphanumeric characters or 138 numeric characters.

MaxiCodes allow some characters, including Kanji and Kana characters, that might not be compatible with other components of a Capture system.

QRQR (Quick Response) Code bar codes are rectangular, two-dimensional symbols, optimized for rapid detection and decoding. A QR Code can contain approximately 2509 alphanumeric characters.

QR Codes allow some characters, including Kanji and Kana characters, that might not be compatible with other components of a Capture system.

AztecAztec bar codes may contain up to 3750 ASCII characters. Aztec bar codes are square and are characterized by a square target pattern in the center of the symbol. Aztec symbols can vary in size depending on the amount of data contained within the symbol.

Aztec bar codes allow some characters that cannot be displayed within Capture attributes.

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Appendix C – Using TWAIN Devices with FileNet Capture

This appendix provides only the information needed to set up TWAIN scanners and cameras for

use with Capture Professional or Capture Desktop.

For a full discussion of the Scan component, please see the documentation and online help that are your FileNet Capture application.

General ConsiderationsTWAIN is a standard software protocol that controls communication between software applications such as Capture and imaging devices such as scanners and digital cameras. Capture uses the PixTWAIN driver for use with TWAIN devices. Throughout this technote the term TWAIN driver and PixTWAIN driver are interchangeable. FileNet supports TWAIN for Windows 2000 Professional operating systems only.

TIP If there is a Kofax or an ISIS driver for your scanner, do not use PixTWAIN drivers. Use the Scan component instead. If you have a removable media driver for your digital camera, you do not use PixTWAIN drivers. Use the File Import component.

For information on TWAIN anomalies when using TWAIN scanners or TWAIN cameras, please see the IBM FileNET Capture 5.2.1 Release Notes on the IBM software support site.

After connecting your scanner or digital camera to the PC, install the FileNet Capture application.

Loading TWAIN DriversTWAIN devices should be configured after Capture is installed. You will use the TWAIN device driver provided by the scanner or digital camera manufacturer.

NOTE If you are using a digital camera as an input device, take three pictures according to manufacturer’s instructions. You will use these pictures to test the TWAIN software and its connection to Capture.

Install the TWAIN driver from your scanner or camera manufacturer using the instructions provided. You may wish to download the most recent TWAIN driver from your scanner or camera manufacturer by going to the manufacturer’s website.

1. After the TWAIN driver is installed, test the scanner or camera software connection by using a TWAIN application such as Imaging for Windows.

2. If you are using Imaging for Windows:

a. Click File -> Select Device.

b. Select the device you are using and click OK.

c. Click File -> Acquire Image.

d. Scan a page if you are using a TWAIN scanner. If you are using a digital camera, transfer the images. If the scan or transfer completes successfully, the software is communicating with the TWAIN driver correctly.

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Creating the pixtwcfg.iniCapture requires the pixtwcfg.ini file to work with TWAIN devices. The .ini file contains information about the capability of your scanner or camera and translates that information between the ISIS driver and the TWAIN driver.

To configure TWAIN for Capture using PIXCONFG.EXE, use the following procedure:

1. Find PIXCONFG.EXE in the PixTran sub-directory under the WinNT directory.

Run PIXCONFG.EXE, also known as the PixTWAIN Configurator Utility. When you run PIXCONFG.EXE, you are asked if you want to manually create the pixtwcfg.ini or if you want PIXCONFG.EXE to download an existing pixtwcfg.ini for you. If the pixtwcfg.ini does not exist, this utility creates the pixtwcfg.ini.

Please follow all the directions that appear in each window of the utility.

2. When the PIXCONFG.EXE is complete the Confirmation dialog box appears displaying the name of the scanner or camera that the driver uses. Make note of this name for use later in the procedure. Click OK on the Confirmation dialog box to display the Send Configuration dialog box.

3. You can send the configuration information for your specific scanner to the Pixel Translations website using the Send Configuration dialog box. This makes the information available to other users. Make sure that you use the name of the scanner that appeared in the Confirmation dialog box from the previous step.

Check in the WinNT directory for the newly created pixtwcfg.ini file.

Using MViewAfter creating the pixtwcfg.ini file, you can test the scanner or camera using a Pixel utility called MView (MViewn.exe). MView is a simple scan application allowing you to see if your scanner or camera works without Capture. The MView utility is located in the PixTran sub-directory under the WinNT directory.

1. Start the MView utility.

2. From the File menu, choose Select Scanner to display the Select Scanner dialog box.

3. Select the scanner or camera you are using. Click OK.

4. From the File menu, select Scan Page. Appearance of an image on the screen indicates that the scanner or camera and the driver are working correctly.

Once you have established that the scanner or camera works with MView, you are ready to configure Capture or Capture Desktop to work with the TWAIN device.

Configuring Capture to work with TWAINYou can use Capture Professional or Capture Desktop to work with TWAIN devices. Follow the instructions for the appropriate application.

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Capture Professional1. Launch the Capture Professional application and create a batch.

2. With the batch highlighted, open the Tools menu and select Configure. Then select Scan from the list of components. The Scan Properties dialog box opens.

3. Click Select Scanner. The Select Scanner dialog box opens. Select the TWAIN device that you just configured from the list of scanners and devices and then click OK.

4. From the Scanner section of the Scan Properties dialog box, click Properties. The Pixel Translations driver dialog for your device opens.

5. Click More. The More dialog box opens. In the User Interface section, click the Use TWAIN UI check box. This displays the TWAIN user interface any time that you scan or transfer images (digital cameras).

6. Click OK to close the More dialog box. Click OK to close the Pixel Scanner Settings dialog box. Finally, click OK to save the settings and close the Scanner Properties dialog box.

7. Select Start from the Tools menu and then select Scan.

If you are using a scanner, images may be automatically moved into the batch as you scan, depending on the TWAIN UI for the scanner. If images are not automatically moved into the batch as you scan, you must transfer the images to the batch by clicking a button on the scanner TWAIN UI. This button is typically called Transfer, but may vary with scanner manufacturer.

If you are using a digital camera, you must transfer the images from the camera to the batch. This is not done automatically and requires you to click a button on the camera TWAIN user interface. This button is typically called Transfer, but may vary with camera manufacturer.

When you are scanning or transferring images, a TWAIN Mismatch dialog box may appear telling you that characteristics of the scanned or downloaded image differ from the characteristics that you have set in the Scan Properties dialog box.

The TWAIN Mismatch dialog box gives you information about the mismatch, such as mode or page size. The following buttons on the Mismatch dialog box give you a choice of how to treat these differences:

• Scanned-Accept the image that was scanned by the scanner. The application will be notified. This option may not work with all applications.

• Expected-The scanned image will be converted to the expected characteristic. This option will probably cause either an unnecessary increase in memory usage or a dramatic loss of image quality.

• Cancel-Do not accept the image. This option will cause the entire scanned image to be discarded.

After you select how to handle the mismatch, the image is added to the batch and Capture moves to the next image. This continues until all the images from your device have been transferred into the batch.

8. When all the images from your device have been processed, the TWAIN user interface remains open. If you are finished scanning or downloading images, close the dialog box. As the Scan component shuts down, the Scan Component dialog box opens.

9. Select Done to confirm that you are finished acquiring images and to close the Scan component.

You can now manage the batch within Capture.

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Capture Desktop1. Launch the Capture Desktop application and create a batch.

2. From the Options menu, select Select Scanner. The Select Scanner dialog box opens. Select the TWAIN device that you just configured from the list of scanners and devices, then click OK.

3. Click Advanced Settings at the bottom of the Scan tab. The Scan Properties dialog box opens.

4. From the Scanner section of the Scan Properties dialog box, click Properties.

5. Click More. In the User Interface section be sure to click the Use TWAIN UI check box. This displays the TWAIN user interface any time that you scan or transfer images (digital cameras).

6. Click OK to close the More dialog box. Click OK to close the Pixel Scanner Settings dialog box. Finally, click OK to save the settings and close the Scanner Properties dialog box.

7. Click Scan at the bottom of the Scan tab. The Scan dialog box and the Viewer open.

8. To start scanning from your TWAIN scanner or downloading images from your TWAIN camera, click Start.

If you are using a scanner, images may be automatically moved into the batch as you scan, depending on the TWAIN UI for the scanner. If images are not automatically moved into the batch as you scan, you must transfer the images to the batch by clicking a button on the scanner TWAIN UI. This button is typically called Transfer, but may vary with scanner manufacturer.

If you are using a digital camera, you must transfer the images from the camera to the batch. This is not done automatically and requires you to press a button on the camera TWAIN user interface. This button is typically called Transfer, but may vary with camera manufacturer.

When you are scanning or transferring some images, a TWAIN Mismatch dialog box may appear telling you that characteristics of the scanned or downloaded image differ from the characteristics that you have set in the Scan Properties dialog box in Capture Desktop.

The TWAIN Mismatch dialog box gives you information about the mismatch, such as mode or page size. The following buttons on the Mismatch dialog box give you a choice of how to treat these differences:

• Scanned-Accept the image that was scanned by the scanner. The application will be notified. This option may not work with all applications.

• Expected-The scanned image will be converted to the expected characteristic. This option will probably cause either an unnecessary increase in memory usage or a dramatic loss of image quality.

• Cancel-Do not accept the image. This option will cause the entire scanned image to be discarded.

After you select how to handle the mismatch, the image is added to the batch and Capture moves to the next image. This continues until all the images from your device have been transferred into the batch.

9. When all the images from your device have been processed, the TWAIN user interface remains open. If you are finished scanning or downloading images, close the dialog box. As the Scan component shuts down, the Scan Component dialog box opens.

10. Click Done to confirm that you are finished acquiring images.

You can now manage the batch within Capture Desktop.

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Appendix D – Automatic Indexing from Kodak Image Address

This appendix describes how to:

• Create a settings collection and template

• Configure the Capture Index component to automatically index values from the Kodak Image Address. Only the information needed is included here. For a full discussion of Capture’s options and features, see the other documents and online help provided with Capture.

sAs the Capture system processes each page, it automatically assigns values to a variety of properties to the page. Because these values are collected automatically, the values provide a ready source of index information.

When a Kodak scanner scans a page, the scanner generates image address information which is incorporated to the properties of the page. Once the values from the image address are part of a page’s properties, they can be automatically indexed.

For a full discussion of Index options and features, see the other documents and online help provided with Capture. For more information about Kodak image address, see the Kodak Mode Set Up documentation.

For details about using image address properties to trigger actions, such as creating batches or documents, see “Overview of Event Activator” on page 64 and the FileNet Capture online help.

IntroductionAutomatic indexing places index information directly in the index database during the document capture process. Automatic indexing reduces or eliminates the need for manual index entry.

What is an Image Address?The image address is a number generated by a Kodak scanner for use as a:

• Unique identifier

• Holder for information to print

• Holder for information to automatically index

For most scanners, the image address can contain up to 4 fields. Each field is separated by a period. The image address appears in the scanner display on the front of the scanner. The scanner operator reads the display from left to right. The image address can be configured, so not all 4 fields need to be displayed. An example of an image address is shown below.

In the most common 4 field configuration, the rightmost field is almost always used as the page counter. The other 3 fields are optional.

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Fixed Field and Page Counter FieldThe first field is a fixed field. On most scanners, this field can contain only numeric data. However, some higher-end scanner models can contain alphanumeric characters. The fixed field information is entered into the scanner by using the scanner’s keypad. The scan operator enters the fixed field information when beginning a scan session. The fixed field is often used to show the current date. For example, at the start of a scanning session the scan operator might enter 98203, the day of year date meaning July 22, 1998. Day of year dates are sometimes miscalled Julian dates. Some sites use a scan operator’s numeric ID instead of a date in the fixed field.

The remaining fields can contain only numeric characters. These fields are counter fields. One of the counter fields increments as each page is scanned. Usually the page counter is the rightmost field in the image address. You cannot disable the page counter field because it is always used. However, you can configure the scanner to not display this field in the image address.

You can combine the page counter field with the day of year from the fixed field and use them as a unique identifier for a page. This is most appropriate when the pages are single page forms, such as simple medical or dental claim forms. To use this method, configure the scanner to show the image address without the two optional counter fields, as in the example below.

Optional Counter FieldsThe two remaining counter fields are optional fields that you can configure to increment when a patch code is detected. These numeric counter fields can count different types of patch codes. For example, in scanning a page, detecting a patch codes 2 or detecting a patch code 3 can increment one of the two optional counter fields. The patch codes types used most often are 2, 3, and T.

Incrementing image address fields with patch codes is done by a hardware patch code reader, which is a hardware option. To enable incrementing of the image address when a patch code is detected, you must use:

• A Kodak Patch Reader accessory on the scanner

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• Kodak level rules or the Kodak batching option

A hardware patch reader can only read a limited width of the page being scanned. So, if the patch code on the printed page is on the left side and the reader is positioned at the right, the patch code will not be detected by the reader.

A simple solution for this is to use full page width patch codes whenever possible. A full page width patch code is printed from the right edge of the paper to the left edge across the full width of the page. This type of patch code format is sometimes called "edge to edge." Using full width patch codes eliminates missed reads caused by misalignment of the patch code and the reader.

Kodak Levels and Image Address FieldsKodak methods and terminology are influenced by microfilm and microfiche practices.

Kodak Levels are numbered III (3), II (2), and I (1). Kodak originally devised the Levels to correspond to book, chapter, and page when copying books to microfilm or microfiche. That is, book is Level III, chapter is Level II, and page is Level I.

Kodak Level numbers and FileNet Capture ImageAddress numbers are inverted, as shown in Table 4. Only Level I/ImageAddress3, the page counter, is used in nearly all situations.

Kodak uses Levels to align the optional counter fields and patch codes. InTable 3, Pos (position) is the order of the field in the scanner display, reading from left to right. The Patch Type in Table 3 is in a typical order. However, you can configure the patch code that is associated with the Kodak level and field by using Kodak Mode Setup Software. An administrator can assign any patch code to any level. Therefore, your configuration might be different.

Table 3: Kodak Levels and Image Address Fields

Table 4 shows the relationships of the Levels in a common configuration. For more information about Kodak image address, see the Kodak Mode Set Up documentation.

Pos. Kodak Field

Kodak Level

Patch Type Capture Property Name

Comments

1st Fixed N/A N/A ImageAddressFixed The Fixed field is often used for today’s date.

2nd Field C Level III Patch Code 3 ImageAddress1 Level III is shown as patch code 3 but can be configured as 3, 2, or T.

3rd Field B Level II Patch Code 2 ImageAddress2 Level II is shown as patch code 2 but can be configured as 2, 3, or T.

4th Field A Level I none ImageAddress3 Level 1 increments for each physical page.

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Table 4: Level Relationships in a common configuration

FileNet Capture and Kodak Image AddressCapture can use the Kodak image address in all the ways that Capture can use any object property. Principally, the image address properties are used by or in automatic indexing and the Event Activator.

Autoindexing can use the property values from the image address to automatically fill values into index fields. For example, the value for ImageAddressFixed is today's date. The Date field in the Index Component is configured to use the value from the ImageAddressFixed property. At index run time, today's date is automatically put into the Date field.

For more information, see “Overview of Event Activator” on page 64 or the FileNet Capture online help.

FileNet Capture applies image address properties to page objects (as opposed to batch or document objects).

To display image address properties:

1. Select a page from the Tree View or List View,

2. Click File -> Properties.

3. In the Properties window, click the Attributes tab and scroll down.

Only pages scanned with a Kodak scanner can display the image address properties.

Figure 1 on page 137 shows the image address properties in the Attributes tab. All of the Kodak image address fields are in the Scan Group, but that these properties are near the bottom of the list. The Scan properties are usually listed near the top.

Kodak Level

Relationship Trigger Frequency Comments

Level III Book Batch Folder Patch 3 causes Level III/Field C to increment.

Increments least often.

Optional

Level II Chap-ter

Docu-ment

Batch Patch 2 causes Level II/Field B to increment.

Increments more often than III but less than I.

Optional

Level I Page Page Page Each page scanned causes Level I/Field A to increment.

Increments most often.

The counter for this field cannot be turned off.


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Figure 1: Image Address Properties

Table 5 shows the image address properties, the type of counter the value represents, and other details.

Table 5: Image Address property details

Organizing the scanned pages into folders, batches, or documents by using patch codes requires configuration of the Event Activator.

For more information about working with batches, see the FileNet Capture online help.

For more information about the Event Activator, see “Overview of Event Activator” on page 64 or the FileNet Capture online help.

Index Fields and Kodak Image AddressWith a Kodak scanner, the image address properties are always added to the FileNet Capture page object. The values of the image address properties can be automatically inserted into index fields of the document at index run time. The values that go into the fields are configured by the FileNet Capture administrator.

Group Name Value Counter Comments

Scan ImageAddress-Fixed

Numeric or Al-phanumeric

N/A Field does not incre-ment.

Scan ImageAddress1 Numeric Field increments Often associated with patch code 3.

Scan ImmageAddress2 Numeric Field increments Often associated with patch code 2.

Scan ImageAddress3 Numeric Field increments Page counter.


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The list of index fields are obtained from the document class. For example, when the document class has the following index fields to be automatically indexed:

Date_yyddd

Claim_Number

Then the image address values could be:

98203

1234567

The index field names (Kodak field type in the example) and the index values correlate as in the table below. You will notice two other index fields and values. These are entered by the index operator at index time.

When the index component is properly configured and run, and the index operator enters values into the manual entry fields, the result is:

Figure 2: Index names and fields

Index Field Name in the Document Class

Kodak Field Type Index Values

Date_yyddd Fixed 98203

Claim_Number Page counter 123456

Name_Last N/A Broadbent

Name_First N/A Dak

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In Figure 2 on page 138:

Date_yyddd

In the Date_yyddd field, the value comes from the Index component Current Century field and scanner operator input. The century digits 19 are added by the Current Century feature. The 98203 day of year date comes from the ImageAddressFixed property. The scan operator enters this value on the scanner numeric keypad when starting the scan session. The Index component is configured to automatically put this value into the entry field. It is the full value, 1998203, that is stored.

Some selecting of characters using the Substring Start field and Substring Length field in conjunction with this date index field is necessary for proper seamless entry of date information. Selecting characters for automatic index strings is explained in the index configuration section in this document. The century digits from the Current Century field of the Index component are not considered for mask matching.

Claim_Number

In the Claim_Number field, the value comes from the ImageAddress3 property, which is the page counter field on the scanner. The Index component is configured to automatically put this value into the entry field. If desired, characters in this field can be selected to remove the zeros. Selecting characters for automatic index strings is explained in the index configuration section in this document.

Name_Last

In the Name_Last field, at index run time, the index operator manually types this value into the entry field.

Name_First

In the Name_First field, at index run time, the index operator manually types this value into the entry field, too.

Before You Start• Review the Configuration Worksheets

Print and fill in the configuration worksheets as you collect information and plan how you will implement automatic indexing. This will make the configuration process much easier. See “Worksheets” on page 153.

• Collect Samples

Gather representative samples of the page or pages you want to process during production, for example, claim forms.

Scan at least one of these sample pages into the settings collection. Use a few sample pages as test pages when running the procedure to test that it behaves as you expect.

• Collect Kodak Scanner Information

Note the Kodak mode number and the image address format.

• Check Access to your library

Verify you have a connection to your library. Such a connection is required for indexing processes.

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• Obtain a Usable Document Class from your library

Know the document class or classes you plan to use. You must have the name of an indexable document class. An indexable document class is one for which at least one index field has been included.

If you do not know the document class to use, see “Checking for a Usable Document Class” on page 141.

If a usable document class does not exist on the library, you must request that one be created, or create it yourself before you can continue. For more information about the creating document classes, see the Administrator’s documentation for your library.

• Match Mask Formats

Match the mask formats for the scanner, library, and Capture. This is especially critical for seamless entry of date values into automatically indexed fields on Capture. The century prefix is not considered in mask matching.

• Check Installed Components

Verify the components you plan to use are installed. The Scan, Assembly and Index Capture components must be installed on the workstation.

• Know Capture Naming Conventions

Know and use any naming conventions devised for your Capture system. If none have yet been developed, below are some guidelines for naming configuration objects in Capture.

Keep in mind that as in document class names, you have a maximum of 18 characters for your settings collection, template, capture path, and user script names.

The names you use for the configuration objects should indicate object type, for example:

set_xxxxx, tpl_xxxxx, cph_xxxxx, uss_xxxxx

or, to save a character:

st_xxxxx, tp_xxxxx, cp_xxxxx, us_xxxxx

to save two characters:

s_xxxxx, t_xxxxx, c_xxxxx, u_xxxxx

suffixes could be used instead of prefixes:

xxxxx_st, xxxxx_tp, xxxxx_cp, xxxxx_us

The configuration object names should mirror document class name. For example, for a document class named Med_Claim, a settings collection named set_Med_Claim is appropriate.

Scan settings collections can only be used with a particular scanner model. You cannot safely share the settings collections you create between multiple scanner manufacturers or different models from one manufacturer. A few methods to organize settings collections by scannermanufacturer and model are shown below.

• When your Capture system includes scanners from multiple manufacturers, use a capital letter in the configuration object name. For example, K for Kodak, F for Fujitsu, R for Ricoh, B for Bell & Howell, and so on. Following this example, st_K_Med_Claim indicates a settings collection for a Kodak scanner and a document class for a medical claim.

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• Consider using an abbreviated model number when your Capture system contains multi-ple machines from the same manufacturer. For example, the following shortened model names might be appropriate: 550 for a Kodak 5500, 923 for a Kodak 923, or 3093 for a Fujitsu 3093DE.

• When a Capture system contains both multiple manufacturers andmultiple scanner modes, use both abbreviated manufacturer names and model numbers. For example, the following shortened names might be appropriate: K55 for a Kodak 5500, K9 for a Kodak 900, or H4c for Hewlett-Packard.

The parts that might be included in the configuration object name are:

Remember the 18 character limit. It is easy to reach the limit by trying to define all of the variables in the configuration object name. Use only what is required to make the configuration object unique and representative of the type of configuration for which it is designed.

Know the Type of Indexing You are ImplementingAll Manual: Index operators will enter all index values.

Mixed Manual and Automatic: Some index entry fields are filled manually by index operators, while others are automatically filled.

Automatic Only: All index fields are automatically filled.

Checking for a Usable Document ClassThe index fields that are essential to a configured document class for indexing from an external index file are:

Mask

For date information, this field defines the output mask for display on your platform.

Maximum String Length

For any field, the maximum string length must be as long or longer than the Capture input mask you plan to use. For example, for the Capture input mask MM/DD/YYYY, the Maximum String Length field must be 10 or more characters.

Ask the library system administrator to:

• Give you a list of the document class names that contain such fields. After you have this information, you can begin the procedure. See “Outline of Steps” on page 143.

Type Type Example Convention Example

Object type Template tp

Scanner manufacturer Kodak K

Scanner model number Hewlett-Packard 4c 4c

Mirrored document class name Med_Claim Med_Claim

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• Use the Database Maintenance feature to print copies or save files of the User Indexes Report and the Document Class Report. The topics following describe how to use these reports to find a usable document class. See the Administrator documentation for your library for more information about these reports and how to create them.

User Indexes ReportLook through the User Indexes Report for an index field. When you find an appropriate index field, note the name of the field. If more than one field meets the criteria, pick the most appropriate one.

Figure 3 is an example of one entry in the User Indexes Report. It shows common entries for a date type index field.

Figure 3: User indexes report

The name of the index, Date_yyddd, is also shown in the Document Class Report,

Document Class ReportNow, look through the Document Class Report for the index field. When you find the index field, note the name of the document class or document classes in which the index field appears. Use this document class name when you create the settings collection in Capture.

Figure 4 on page 143 is an example of Document Class Report, and shows common entries for an indexable document class. Indexable document classes have at least one field in the Indexes list

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at the bottom of the report. The name of the document class in the next example is Med_Claim,which is shown in the Class Name field at the top left of the report.

Figure 4: Document Class Report

Outline of StepsBelow are the general steps to setting up automatic indexing from Kodak image address. Note that the steps below provide only a summary of the procedure. For complete details, see the section referenced.

1. “Create a Settings Collection and Template” on page 144. Use the Settings Wizard to create a set-tings collection and the Template Wizard to create a template in the Config folder on Capture. Both a settings collection and template are required to create a batch.

The settings collection is based on an indexable document class. Settings collections use properties from the document class. The settings collection takes a snapshot of the document class properties used by Capture. After the settings collection is created, the document class and settings collection are not automatically kept in synchronization. For more information, see “Use Capture Professional to add digital and paper-based documents to the FileNet system. You can add virtually any document type.” on page 18.

2. “Scan Sample Pages into the Settings Collection” on page 144. Scan atleast one sample page into the settings collection you created in the Config folder. Configure and process the settings collection as you would want the production batches to be processed. Do not, however, assemble the settings collection.

3. “Obtain Document Properties” on page 145. Be sure to know the source name assigned to the value or values you plan to use. This information is required to configure the Index Property dialog box.

4. “Configuring the Index component” on page 147. In the settings collection, configure the index fields for automatic indexing.

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5. “Test the Settings Collection” on page 151. When you have configured the settings collection, test it to make sure that the process behaves as you expect.

Create a Settings Collection and TemplateTo create a settings collection and template, you need to know:

For a blank copy of this worksheet, see “Settings Collection and Template Worksheet” on page 153.

This procedure for creating a settings collection and template provides only minimal information for that purpose. For a full discussion of creating settings collections and templates, see the other documents and online help provided with Capture.

1. Click File, New, Settings to start the Settings Wizard. Then create a settings collection in the Config\Settings folder. Use an indexable document class from the library. The name can contain a maximum of 18 characters. Continue with the rest of the screens in this wizard. Click Finish when you are done.

2. Click File, New, Template to start the Template Wizard. Then create a template using the settings collection that you just created. Give the template a name that mirrors the settings collection name. Template names cannot duplicate Settings Collection names. The name can contain a maximum of 18 characters. Continue with the rest of the screens in this wizard. Click Finish when you are done.

3. Check that the settings collection and template were created in the proper folder by using TreeView to open Config\Settings and Config\ Templates and verify that the settings collection and template that you just created are there.

Scan Sample Pages into the Settings CollectionThis procedure makes properties available in the Source Group and Source Name fields. These fields are in the Assign Field Properties dialog box. The properties contain the index values needed for automatic indexing. These fields are used later in this procedure. Scan the sample pages into the settings collection you created earlier.

To scan sample pages into the settings collection, you need to know:

Configuration Item Example Value

Repository Name ntTaos

Document Class Name Med_Claim

Settings Collection Name st_Med_Claim

Template Name tp_Med_Claim


Paper Sample Page gather 1 or more


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For a blank copy of this worksheet, see “Sample Page Worksheet” on page 153.

1. Select the settings collection you created in the Config\Settings folder.

2. Start a scan session and scan the sample page or pages into the settings collection.

To start the scan session, click Tools, Start, Scan/ISIS on the Capture workstation. Initialize the scan session by selecting the mode and entering the starting image address information BY using the keys on the scanner panel. For example, enter 02 for the mode, and 98203.000001 or 98203.123456 for the starting image address. The format of these image addresses is yyddd.pppppp, which represents a 2-digit year, a 3-digit day of year, and a 6-digit page number.

IMPORTANT You must start the Capture Scan component before you enter the initial values by using the keys on the scanner panel. If you enter the values first, then start the Scan component, the values you entered are replaced by the default scan values from the settings collection.

Obtain Document PropertiesThe Page value, Source Group value and Source Name value are required to configure the Index dialog box. The steps below describe how to view and note the information and properties you need to configure the Index dialog box.

1. Select the first sample page in the settings collection using TreeView or ListView. The first sam-ple page is the one at the top of the list of pages in the settings collection.

2. Select File, Properties.

3. Click the Attributes tab. The properties of the page are shown in a table with the headings Group, Name and Value.

4. Scroll down, looking in the Group column for the beginning of the second set of Scan entries, which will be near the bottom of the list, for example, Scan ImageAddressFixed 98203.

In Figure 5 on page 146, image addresses 2 and 3 are zero filled and have no values.

Settings Collection Name st_Med_Claim

Kodak Mode Number 02

Image Address Format yyddd.pppppp

Starting Image Address 98203.000001


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Figure 5: Image address properties example

Fill in the fax property worksheet at the end of this document. For a blank copy of this worksheet, see “Property Worksheet” on page 154.

Table 6 shows an example of a completed worksheet. Use this information to configure the fields in the Index component for automatic indexing.

Table 6: Completed worksheet example

5. Click OK.

Group Name Example Value

Scan ImageAddressFixed 98203

Scan ImageAddress1 N/A

Scan ImageAddress2 N/A

Scan ImageAddress3 1234567

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Configuring the Index componentThe Index component is where you configure automatic indexing.

To configure the Index component General tab, you must know:

For a blank copy of this worksheet, see “Index General Tab Worksheet” on page 154.

To configure the Index component it is useful to know:

For a blank copy of this worksheet, see “Index Field Name List Worksheet” on page 154.

To configure the Index component Field tab, for each index field you must know:


Settings Collection Name st_K_Med_Claim

Field Initialization -- Autoindex Values selected

Process Documents Using Initial Values Above (I.E., Without User Input)

cleared

Enable Browsing of The Document in The Viewer selected

Index Field Name

Index Method Page Group Name Example Value

Date_yyddd Automatic 1 Scan ImageAddressFixed 98203

Account_Number Automatic 1 Scan ImageAddress3 1234567

Name_Last Manual N/A N/A N/A Broadbent

Name_First Manual N/A N/A N/A Dak


Index Field Name Date_yyddd

Type DATE

Display Name Date_yyddd

Default Field Value n/a in example

Disable Manual Entry Into This Field cleared

Maximum Field Length

Input Mask Name yyddd

Input Mask #####

Current Century selected


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For a blank copy of this worksheet, see “Index Field Worksheet” on page 155.

1. Select the settings collection that contains the sample page that you created in the Config\Set-tings folder.

2. Click Tools -> Configure -> Index.

3. Select the General tab. Choose the options listed below and click Apply.

• Autoindex Values

This gives precedence to automatically indexed values. Specifically, automatically indexed values are used first to populate the index database.

• Process Documents Using Initial Values Above (Without User Input)

Select this option if you are using completely automated indexing. (That is, an index operator does not manually input any index values.)

• Enable Browsing Of The Document In The Viewer

Select this option if an index operator manually indexes any fields. With this option, the index operator can view all of the pages in the batch by paging forward and backward.

4. Click the Field tab.

5. Select an index field to configure. For example, select the Date_yyddd field to configure for ImageAddressFixed.

ImageAddressFixed indicates the first line of the external index file. 98203 is the value (the day of year date) entered by the scan operator at the start of the scan session and is now available as a FileNet Capture property. Because the Current Century feature is used, the full date value (1998203), is stored when indexing is complete and the documents are committed to the server.

TIP To speed keyboard entry at index run time, when configuring fields that mix manual and automatic index entry methods, put the manual fieldsat the top and the automatically indexed fields at the bottom. When the last value is entered and the index operator presses Enter, the page completes and FileNet Capture displays the next page that requires manual indexing.

The essential information for configuring this field is shown in Table 7 on page 149.

Example of Input Mask and Century 1999203

Update Display With Specified Page When Indexing This Field selected

Page 1

Source Group Scan

Source Name ImageAddressFixed

Substring Start 5

Substring Length 5



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Table 7: Configuring Date_yyddd

6. Click Configure.

7. Specify the options listed below. Use the table you filled in earlier to help you enter the proper values in the Page, Source Group, and Source Name fields.

• Disable Manual Entry Into This Field

Leave this option cleared. Select this option only when you do automatic indexing exclusively, and do not want an index operator to make changes.

• Input Mask Name

Select a mask name that is appropriate to the type of field you are configuring.

Date Field Example: For Date_yyddd, select the Index Mask Name yyddd.

String Field Example: For a string field, select a mask that matches the

format of the string field you want to index, such as Default STRING Input.

• Current Century

Current Century is not displayed for most fields, but is required for date type fields.

The Current Century field provides century prefixes for 2-digit year dates. The Current Century field is required for 2-digit year date masks, and disabled for 4-digit year date masks.

To use the current century, click the Current Century option. When selected, a 2-digit date mask uses the current century prefix based on the system date of the workstation.

To use a specific century, clear the Current Century option and type the century to use. When the Current Century option is cleared and a century value entered in the specified century field, Capture uses the specified century prefix.

The Current Century field does not affect the input mask. For example, in the field Date_yyddd, the mask used is yyddd (98203), but this displays as 1998203 in the entry field when index is run. It is the full date value, 1998203, that will be stored when indexing is complete and the documents committed to the server.

• Page

Select the page number that contains the properties that you want to index. The page numbers are in the order that the sample pages were scanned into the settings collection. For example, select 1 if the page that contains the properties you want is the first sample page in the settings collection.

If you have more than one sample page in your settings collection, the numbers would continue 2, 3, 4, and so on. When using more than one page, start from the top of the list and work down on subsequent passes through the Configure the Index Component procedure.

Index Field Name Page Group Name Value

Date_yyddd 1 Scan ImageAddressFixed 98203


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The page number, Source Group, and Source Name are used together to create the autoindex string. The values for Source Group and Source Name are selected in the next steps.

NOTE Several different separators can display in the Page field and function the same way as the page numbers in creating the autoindex string. When separators are used, you see one or more of the following page identifiers displayed above the numbers in the Page field: DOCSEP, BATSEP, FLDSEP. The separator values represent document separator, batch separator, and folder separator, respectively.

Using separators of any kind requires the configuration and use of Event Activator. See “Overview of Event Activator” on page 64 for more information.

• Update Display With Specified Page When Indexing This Field

Select this option to display the page specified in the Page field when you are indexing a field. For example, with this option is selected, when the index operator indexes the field Name_Last, page 1 of the current document displays. This assumes that this index field is associated with page 1 of the settings collection sample pages.

• Source Group

In the Source Group field, click the drop down list to display the available Source Group names, and select Scan.

• Source Name

Refer to the table you filled in earlier to help you enter the proper values in the Page, Source Group, and Source Name fields.

In the Source Name field, click the drop down list to display the available Source Name names, and select the image address property appropriate for the index field you are configuring. For example, when configuring index field Date_yyddd, select ImageAddressFixed, which will put the value of 98203 into the index field when the Index component is run. When configuring index field Account_Number, select ImageAddress3, which will put the value of 123456 into the index fieldat index run time.

Normally, this is the last of the fields that are used together to build the autoindex string. Page, Source Group, and Source Name are used in the configuration of every index field you want to automatically index. However, in the example, configuring index field Date_yyddd requires the configuration of a couple of more fields: Substring Start and Substring Length.

For the day of year field as in the example, you need to select only certain characters of the value in the ImageAddressFixed field. Although it is not visible in the Attribute tab, and the field appears to be more or less centered in the column, the ImageAddressFixed field is zero-filled from the left. In the example, for the 5-digit day of year date, the substring starts at character 5 for a length of 5 characters. Specifying the substring in this way will cause the index component to properly display the example date in the entry field as 1998203. The 19 is from the Current Century field, which is automatically enabled for 2-digit year dates. It is the full date value, 1998203, that will be stored when indexing is complete and the documents committed to the server.

• Substring Start

The Substring Start field is optional for most fields, but is required for day of year as configured for Date_yyddd in the example. The value in the example is 5.

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• Substring Length

The Substring Length field is optional for most fields, but is required for day of year as configured for Date_yyddd in the example. The value in the example is 5.

8. Click Append Autoindex String.

This action copies the selected properties from the Page field, Source Group field and Name field to the Autoindex String field building the autoindex string. In the example, the values from the Substring Start field and the Substring Length field are also copied. The entry, <1.Scan.ImageAddressFixed. 5.5>, displays in the Autoindex String field for the first index field being configured. The table below shows the meaning of this entry.

In the Autoindex String field, autoindex strings can be:

• Edited manually, if you know exactly what should be entered there

• Deleted manually, by highlighting the unwanted text and pressing the Delete key on the keyboard

• Built from several, smaller index items

The Assign Field Properties dialog box should now be configured as shown in the example that follows. The Source Name Value number may differ from the example depending on which index field you are configuring.

9. Click OK to close the Assign Field Properties dialog box.

10. To configure more index fields, repeat steps 5 through 9 for each field that you want to configure for automatic indexing.

11. Click OK to close the Capture Index Control Properties dialog box.

Test the Settings CollectionBecause so many aspects of the Capture product must come together properly, you should test your configuration efforts. This procedure gives a simple way to superficially test your configuration. The names you use in the test are up to you.

To test the settings collection, you must know:

Page Number

Source Group value Source Name value Substring Start Char.

Substring Length in Chars.

1 Scan ImageAddressFixed 5 5


Paper Sample Page gather 3 to 10


Folder Name A_Test

Template Name tp_Med_Claim


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For a blank copy of this worksheet, see “Test Worksheet” on page 155.

1. Select the repository and create a folder, for example, A_Test.

When the folder is first created it will sort at the bottom of the list of folders. To place the folder you just created in its proper sort order, select the repository object, click Edit -> Refresh.

2. Select the folder you created and create a batch based on the settings collection and template, for example, A_Test_Batch.

IMPORTANT Be sure to create and select the batch you just created. Do not run this test on the settings collection you created in Config\Settings. Running this test procedure on the settings collection makes the settings collection nonfunctional.

3. Select the batch you just created, for example, A_Test_Batch.

4. Select Tools -> Start -> Scan.

5. Start a scan session and scan the test pages into the settings collection.

To start the scan session, click Tools -> Start -> Scan/ISIS. Initialize the scan session by selecting the mode and entering the starting image address information by using the keys on the scanner panel. For example, enter 02 for the mode, and 98203.123456 for the starting image address.

IMPORTANT You must start the Capture Scan component before you enter the initial values using the keys on the scanner panel. If you enter the values first, then start the Scan component, the values you just entered are replaced by the default scan values from the settings collection.

6. Select the batch and click Tools -> Configure -> Assembly. The Capture Assembly Properties dialog box displays. For the test, configure the dialog box as described here.

• Select Force Document To Contain The Number Of Pages

• Specify Pages Per Document as 1.

7. Click Tools -> Start -> Assembly.

When the assembly is finished, the FileNet Capture displays the Assembly Summary message, which shows how many pages were assembled, and how many batches and documents were created.

8. Click OK.

9. Using the TreeView, spot check some of the pages in the batch and documents that were assembled. Double-click on a page to display it.

Batch Name A_Test_Batch

Kodak Mode Number 02

Image Address Format yyddd.pppppp

Starting Image Address 98203.000001

Assemply -- Force Document To Contain The Number of Pages selected

Assembly -- Pages Per Document 1


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10. To view properties, select the page, right-click, left-click Properties, and left-click the Attributes tab. Verify that the properties that you expect are in the table and close the Properties window.

11. Select the assembled batch and click Tools -> Start -> Index. FileNet Capture displays the index fields, and inserts the external index file information.

Type values into any entry fields that are manual entry fields. Often, the FileNet Capture administrator configures the manual entry fields to display at the top of the list to increase manual indexing efficiency.

Press Enter or Tab to move from field to field. Press Shift-Enter to move the next document. When you press Enter in the last field of the last document in the batch, the Index Complete message box displays.

12. Click OK.

WorksheetsThe blank worksheets provided in this section are for your use and are to be printed and filled with the information for your site and configuration. The worksheets are generally presented in the order that they are needed during the procedure. Depending on how you plan to configure your site, you may need to complete several copies of a given worksheet.

Reviewing the worksheets before starting the procedure can familiarize you with the information you will need.

Settings Collection and Template Worksheet

Sample Page Worksheet

Configuration Item Value

Repository Name

Document Class Name

Settings Collection Name

Template Name



Repository Name


Kodak Mode Number

Image Address Format

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Property Worksheet

Index General Tab Worksheet

Index Field Name List Worksheet

Starting Image Address

Group Name Value

Scan ImageAddressFixed

Scan ImageAddress1

Scan ImageAddress2

Scan ImageAddress3



Field Initialization -- Autoindex Values

Process Documents Using Initial Values Above (I.E., Without User Input)

Enable Browsing of The Document in The Viewer

Index Field Name

Index Method Page Group Name Value


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Index Field Worksheet

Test Worksheet


Index Field Name

Type

Display Name

Default Field Value

Disable Manual Entry Into This Field

Maximum Field Length

Input Mask Name

Input Mask

Current Century

Example of Input Mask and Century

Update Display With Specified Page When Indexing This Field

Page

Source Group

Source Name

Substring Start

Substring Length


Paper Sample Page gather 3 to 10

Repository Name

Folder Name

Template Name

Batch Name

Kodak Mode Number

Image Address Format

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Starting Image Address

Assemply -- Force Document To Contain The Number of Pages

Assembly -- Pages Per Document


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Appendix E – Automatic Indexing of Create Time

This appendix is a guide to achieving a specific result: a Capture system settings collection that

automatically indexes the create date of a page. This appendix provides only the information needed to achieve that result. For a full discussion of indexing options and features see the FileNet Capture documentation set and online help.

As the Capture system acquires each image, it automatically assigns values to a variety of attributes associated with the image. Because they are collected automatically, attribute values provide a ready source of indexable information. In this example, Capture uses the value of an attribute, Properties and Creation Time, to set the value in an index field.

Before you start• Collect Samples

Gather representative samples of the physical page or pages you want to process during production. You will scan them into the settings collection.

• Check the Accuracy of Workstation Clock

The workstation system clock provides the time. Make sure that the system clock is accurate when using the Create Time property.

• Check Scanner Installation

This procedure must be run on a properly installed and configured Capture scan workstation.

• Check Installed Components

The Assembly and Index components must be installed on the Capture scan workstation. You can run Capture Manager to determine whether these components are installed. Or, you could see if the component is listed in the Tools, Start or Tools, Configure menus.

• Check Access to a library

Indexing processes require a connection to a library.

• Obtain a Usable Document Class

You must have the name of an indexable document class. An indexable document class is one for which at least one index field has been defined.

To automatically index create time, the document class must contain index fields configured as shown in the Table 8.

Table 8: Document Class index fields

Index Field Name Value

Index Type STRING

Upper Case NO

Maximum String Length As long or longer than the Capture input mask you plan to use.

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Time format processing

Single phase time formatsThe time formats supported by the workstation are shown in the list of available masks. The time formats are Microsoft locale dependent. As with dates, Capture translates all time formats that use single hour and minute format to a double hour and minute format.

For example, h:m:ss becomes hh:mm:ss.

Workstations without proper 12- or 24-hour formatsIf the workstation does not provide either a proper 12-hour or 24-hour format, then Capture provides a corresponding default format. For example, if the operating system does not have a 12-hour format, Capture provides the default 12-hour format hh:mm tt (07:54 pm). If the operating system does not provide a 24-hour format, Capture provides the 24-hour format HH:mm (19:54).

Time formats with quoted stringsTime formats that include quoted strings are not supported. For example, the German time format H.m 'Uhr' is not supported because 'U' is a mask character.

Checking for a usable document classThe values of the index fields that are essential for indexing the create time are shown in Table 9.

Table 9: Essential index fields

Ask the libraryadministrator to:

• Give you a list of the document class names that contain such string fields. Once you have this information, you can begin the procedure. See “Automatically indexing Create Time” on page 160.

Index Field Name Value

Index Type STRING

Upper Case NO

Maximum String Length As long or longer than the Capture input mask you plan to use.

For example, for the Capture input mask HH:MM:SS, the Maximum String Length must be 8 or more characters.

If this requirement is not met, the index value will be truncated.

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• Use the Database Maintenance feature to print copies or save files of the User Indexes Report and the Document Class Report. The topics following describe how to use these reports to obtain a usable document class. See the Administrator’s documentation for your library for more information about these reports and how to create them.

User Indexes ReportLook through the User Indexes Report for an index field that is similar to example Figure 6. When you find an appropriate index field, note the name of the field. If more than one field meets the criteria, pick the most appropriate one.

Figure 6: Index field example

Document Class ReportNow, look through the Document Class Report for the index field Create_Time, as shown in the example in Figure 7 on page 160. When you find it, note the name of the document class or document classes in which it appears. Use this document class name when you create the settings collection in Capture.

Create Date & Time is the document class name, and Create_Date is listed with the other index fields at the bottom, left of the report example in Figure 7 on page 160.

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Figure 7: Sample Document Class Report

Automatically indexing Create TimeBelow are the general steps to setting up automatic indexing of the create time attribute value for a page. Note that the steps below provide only a summary of the procedure. For complete details, see the section referenced.

1. “Creating a Settings Collection and Template” on page 160. Use the Settings Wizard to create a set-tings collection and the Template Wizard to create a template in the Config folder on Capture. Both a settings collection and template are required for creating a batch.

The settings collection is based on an indexable document class. Settings collections use attributes from the document class, but are not directly associated with the document class.

2. “Scan sample pages into the Settings Collection” on page 161. Scan the sample pages into the settings collection you created in the Config folder. Configure and process the settings collection as you would want the production batches to be processed. Do not, however, assemble the settings collection.

3. ““Configuring the Index component” on page 161. Configure the index fields for automatic indexing in the settings collection.

4. “Test the Settings Collection” on page 163. When you have configured the settings collection, test it to make sure that the process behaves as you expect.

Creating a Settings Collection and TemplateBefore you create a settings collection and template, you need to know:

• The name of the document class you plan to use.

• The name you want to use for the settings collection.

• The name you want to use for the template.

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1. Click File, New, Settings to start the Settings Wizard. Then create a setting in the Config\Set-tings folder. Use an indexable document class from the library. Consider giving the settings col-lection a name that indicates its use. The name can contain a maximum of 18 characters. For example, setAutoIndexCtime. Continue with the rest of the screens in this wizard. Click Finish when you are done.

2. Click File, New, Template to start the Template Wizard. Then create a template based on the settings collection that you just created. Consider giving the template a name that mirrors the settings collection name. Template names cannot duplicate Settings Collection names. The name can contain a maximum of 18 characters. For example, tplAutoIndexCtime. Continue with the rest of the screens in this wizard. Click Finish when you are done.

3. Check that the settings collection and template were created in the proper folder by using the Tree View to open Config\Settings and Config\ Templates and verify that the settings collection and template that you just created are there.

Scan sample pages into the Settings CollectionThis procedure makes available the properties and attributes in the Source Group and Source Name fields in the Assign Field Properties dialog. These fields are used later in this procedure.

1. Select the settings collection you created in the Config\Settings folder. For example, setAutoIn-dexCtime.

2. Scan the sample page or pages into the settings collection.

Configuring the Index component1. Select the settings collection you created in the Config\Settings folder. For example, setAutoIn-

dexCtime.

2. Select Tools, Configure, Index. The Capture Index Control Properties dialog displays.

3. On the General Tab, check Enable Browsing and click the Apply button. With this option selected, the index operator can view the pages in the batch and page forward and backward in the batch.

4. Click the Field tab to give it the focus. The Capture Index Control Properties dialog displays.

5. Click the field you want to configure to index create time of the scanned page. For example, Create_Time.

6. Click the Configure button. The Assign Field Properties dialog displays.

7. Select the input mask you want to use from the Input Mask Name drop list. Common entries are shown below:


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NOTE You must select one of the time masks above, or the data will not be processed correctly, and the field you want to index will remain blank.

8. In the Page field, select the page number that contains the attributes that you want to index. The page numbers are in the order that the sample pages were scanned into the settings collection. For example, if the page that contains the information you want is on the first page of sample pages in the settings collection, select 1. The page number, Source Group, and Source Name are used together to create the autoindex string. The values for Source Group and Source Name are selected in the next steps.

In the example, only one page was scanned into the settings collection, but multiple pages can be scanned. For example, 2, 3, 4, or more pages can be scanned into the settings collection. The subsequent pages all display in the drop down list of the Page field.

When you select a page number, as in the example, the index field will display the create time of the page (the time that the page was scanned).

NOTE Though not shown in this example, several different separators can also display in the Page field and function in much the same way as the page numbers in creating the autoindex string. The values for these separators are DOCSEP, BATSEP, FLDSEP and display above the numbered pages when configuring the Index control. The separator values represent document separator, batch separator, and folder separator respectively. The Event Activator must be configured and run to use any of the separators. The separations are typically based on patch codes or bar codes.

When you select one of the separators (DOCSEP, BATSEP, FLDSEP), the index field will display the create time of the batch. You must have created and defined one of the separators to use it to collect this information.

9. Click the Source Group drop down list and select Properties. This action makes Create Time, and other source names, available in the Source Name drop down list in the next step.

NOTE Properties must be selected for Create Time to display.

10. Click the Source Name drop down list and select Create Time. This is the last of the fields that are used together to build the autoindex string.

11. Click Append Autoindex String.

The entry <1.Properties.Create Time>, displays in the Autoindex String field. Table 10 shows the meaning of this entry.

Table 10: Autoindex String field

Page Number Source Group value Source Name value

1 Properties Create Time


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In the Autoindex String field, autoindex strings can be:

• • Edited manually, if you know exactly what should be entered there

• • Deleted manually, by highlighting the unwanted text and pressing the Delete key

• • Concatenated from several, smaller index items

12. Click OK to exit the Assign Field Properties dialog. The create time value displays in the index field.

13. Click OK to exit the Capture Index Control Properties dialog.

Test the Settings CollectionThe procedure below gives a simple way to superficially test your configuration. The names you use in the test are up to you.

Before you start this test, prepare a paper test batch containing 3 to 10 pages.

1. Select the repository and create a folder named AutoIndexTest.

2. Select the folder named AutoIndexTest and create a batch called Auto- IndexTestBatch based on the settings collection and template you created to index the create time attribute.

NOTE Be sure to create and select the batch named AutoIndexTestBatch. Do not run this test on the settings collection you created in Config\Settings. Testing the folder in Settings with this procedure will make the settings collection nonfunctional, and you will need to create it again to continue.

3. Select the batch named AutoIndexTestBatch.

4. Put the pages you want to scan in the scanner.

5. Click Tools, Start, Scan/Image Controls or Scan/ISIS as appropriate to start the scanner.

6. Open the batch named AutoIndexTestBatch and double-click on one of the pages to display it in the Viewer. Check that the image displays properly.

7. Select the batch named AutoIndexTestBatch.

8. Click Tools, Configure, Assembly. Select Force Documents to Contain The Number Of Pages and specify the number of pages as 1. Click OK.

Because you have the test batch selected, this setting affects only the batch that you are testing.

9. 9 Click Tools, Start, Assembly. An hourglass displays as Capture assembles the batch. The amount of time needed for this process varies depending upon the size of the batch and the speed of your processor.

When assembly is finished, the Capture Assembly Summary message displays. The message shows how many pages were input, and how many batches and documents were output.

10. Click OK to clear the message.

11. Using the Tree View, spot check some of the pages in the batches and documents that were assembled. Double-click on a page to display it.

12. Select the assembled batch and click Tools, Start, Index. The Index entry fields display with the create time information automatically inserted in the Create_Time field.


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Press Enter or Tab to move from one index field to the next index field. Press Shift-Enter to move to the next document. When you press Enter in the last field of the last document in the batch, the Indexing Complete message displays.

Click OK.

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Appendix F – Autoindexing Fax Entry Journals

This appendix provides instructions for automating the process of indexing and committing your Fax Entry journal logs. For a full discussion of Fax Entry or autoindexing, please see the other documents and online help provided with Capture.

General ConsiderationsAutoindexing is the process of acquiring index information directly during the capture process, eliminating manual index entry. In Capture Fax Entry, you can autoindex Fax Entry journal logs.

Journal logs track the activity of the Fax Entry application. Each time Fax Entry processes a fax, imports a file or generates a log entry, a new record is added to the journal log. You can browse this log to obtain a snap shot of Fax Entry processing activity for a specific period of time.

You can configure Fax Entry to process the journal log automatically once it has reached a defined number of records or a defined length of time. Fax Entry will autoindex the journal log onto a pre-selected library based on the date and time of the journal log and the name of the library where the journal log is stored. When Fax Entry has been properly configured, it requires minimum intervention.

To properly configure Fax Entry to autoindex journal log files, you must create a settings collection and template in Capture Professional, configure the Journal Log in Fax Entry and configure Autoindexing in Capture Professional.

Creating a Settings Collection and Template in CaptureCapture Professional and Fax Entry work together, allowing you to automatically autoindex and commit journal logs to your library. To configure autoindexing, first create a settings collection and a template in Capture Professional using the following procedures.

NOTE Close Fax Entry before you configure Capture Professional. This avoids locking problems with the settings collections, templates, and batch files.

1. In Capture Professional, create a settings collection using the Settings Wizard. See Capture Professional online help for more information.

The Doc Class for the settings collection must contain a date index type and two string index types.

2. Create a template using the Template Wizard. See Capture Professional online help for more information.

The template you create must use the settings collection you just made.

3. When you have finished creating the template, close Capture Professional and open Fax Entry to avoid locking problems with the settings collections, templates and batch files..

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Configuring the Journal Log in Fax EntryOnce you have created a settings collection and a template for autoindexing journal log files, configure the Fax Entry Journal Log as follows.

1. In Fax Entry, on the Configure menu, click Journal Log.

2. Select Enable Journal Log Processing.

3. Navigate to a folder created to store your fax journal logs and select it.

4. In the Batch Template list, select the template you created in Capture Professional. The Batch Settings field will display the setting collection you created.

5. Click Processing Options.

6. In the Journal Log Processing Options dialog box under the Processing Destination field, select Save to Repository.

7. Under the Batch Dispostion section, click Leave Unindexed.

8. Click OK. The Journal Log Processing Options dialog box closes.

9. You can use the default values for the remaining fields in the Options dialog box or change them to meet your requirements. See Fax Entry online help for more information.

Creating Sample Journal Logs in Fax EntryYou must create a sample journal log that will be used as a sample page in the settings collection you created in Capture Professional. Process at least two faxes to create a journal log as follows. See Fax Entry documentation for more information.

1. Have Fax Entry poll the fax server for at least two faxes to create a sample journal log.

2. On the Fax Entry File menu, click Save Journal Log to process the journal log file. Use this journal log file as a sample page in the settings collection you created in Capture Professional.

3. Close Fax Entry and open Capture Professional.

Creating a Sample Page in the Capture Settings CollectionThe following procedure uses the journal log generated in Fax Entry as the sample page in the settings collection created earlier in Capture Professional.

1. In Capture Professional use the Tree View to locate the settings collection you created earlier.

Also, locate the batch that contains the journal log file. The default name of the journal log file is ~TmpJrn.1. (You configured the location of the journal log file when you selected the Batch Folder in the Journal Log tab of the Options dialog box in Fax Entry.) See Step 3 under Configuring the Journal Log in Fax Entry.

2. Copy the journal log file from the batch folder to the settings collection you created. The journal log file is your sample page for the settings collection.

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Configuring Autoindexing in CaptureWhen the sample page is created, configure the autoindexing function from the settings collection as follows.

1. In Capture Professional, select the settings collection in the Tree View.

2. On the Tools menu, select Configure and Index.

3. On the General tab in the Field Initialization section, click Auto Index values and Process documents using initial values above (i.e., without user input).

Click Apply.

4. On the Fields tab, select the Index field name that you want to use and map this field name to one of the new attributes created. Click Configure. The Field Properties dialog box opens.

NOTE When you map the index field name to the attribute, index types must match. For example, you must use a string index field to configure a string attribute. Create_Date is a date type attribute. Only a date type index name can be mapped to it. The Create_Date_Str is a string type and the Fax_Name is a string type. Only a string type index name can be mapped to these fields.

5. On the Autoindex tab, select Image from the Source Group list, and select Creation Time from the Source Name list.

6. Click Append Autoindex String. The autoindex string appears in the Autoindex string field. Click OK to save the settings and close the Field Properties dialog box.

7. Select the next Index field name on the Field tab of the Index Control Properties dialog box and repeat the procedure until the remaining properties are mapped.

TIP There are three attributes to map: You can map one or all of them.

• Create_Date

• Create_Date_Str

• Fax_Name

8. Click OK to close the Index Control Properties dialog box.

9. Close Capture Professional and open Fax Entry.

Automatically Autoindexing and Committing Journal Logs Once you have configured autoindexing in Capture Professional, reconfigure the Fax Entry Journal Log Processing Options dialog box as follows.

1. In Fax Entry on the Configure menu, click Journal Log.

2. In the Options dialog box, click Processing Options.

3. In the Journal Log Processing Options dialog box under the Processing Destination field, select Save to Repository from the list.

4. Under the Batch Dispostion section, select Index and Commit.

5. Click OK.

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6. You can use the default values for the remaining fields in the Options dialog box or change them to meet your requirements. Please see the Fax Entry online help for more information.

You are ready to autoindex and commit journal files automatically. As you run Fax Entry, the journal log file fills until the limit (time or number of journal log entries) set in the Journal Log options. Once the limit is reached, the journal log file is automatically indexed and committed on the IS server under the date, time and Fax server name, if you chose to map all three attributes. When the next fax is received, a new journal log file is created and the process starts again without any intervention from you.

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDEAppendix G – Automatically Assigning Inbound Faxes to Document Classes

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Appendix G – Automatically Assigning Inbound Faxes to Document Classes

This appendix describes how to:

• Set up an initial batch for inbound faxes

• Create a new, uniquely-named batch based on a fax property

• Assign a document class (settings collection) to the batch, also based on a fax property

This document includes only information about assigning inbound faxes to document classes. For a full discussion of Capture’s options and features, see the other documents and online help provided with Capture.

Coordination between productsThe process of assigning inbound faxes to multiple document classes has relatively complex interdependencies. The products that must be configured to work in concert are:

Fax ServerThe fax server must be properly configured and able to send and receive faxes.

LibraryThe FileNET IS, CS, or CE server must be properly configured so that both Capture and Fax Entry can connect with it. The library must have appropriate document classes so that a template and settings collections can be built in Capture.

CaptureThe Capture Fax component must be configured to match the configuration of the library and Fax Entry.

Fax EntryThe Fax Entry application must be configured to route faxes to a specially prepared folder and batch on Capture.

This document provides details specific to assigning inbound faxes to a document class. For general information about each of these products, see their accompanying documentation or help. For more information about Capture, see the Capture online help.

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Fax Processing OrderWhen all products are working together properly, fax processing follows the order outlined below.

1. A fax is generated and travels over telephone lines.

2. The fax server receives the fax through the fax board. The number to which the fax is sent determines the fax channel on which it is received.

3. The fax server puts the fax into a RightFax shared folder on the local machine, such as c:\\<RightFax server name>\RightFax\EDC\Processors\FileNet.

4. FileNet Fax Entry or Capture pulls the fax from the shared folder into the BES (Batch Entry Service) or Local repository, wherever the inbound fax folder resides.

5. Fax Entry runs Event Activator rules and assembles the fax pages into documents based on the settings defined in Capture. Optionally, Fax Entry can also run DocProcessing at this time.

6. Capture continues any needed processing of the fax. Faxes can be committed directly from Fax Entry to the library, if Fax Entry is so configured.

The following example illustrates the processing order.

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Document Class and Inbound Faxes

Document Classes, Settings Collections, TemplatesThe library uses document classes to group similar documents for processing and retrieval. Capture uses settings collections and templates to control document processing, which is done in batches. A settings collection and template are associated with a single document class. In Capture, when a batch is created, it uses the settings from a document class, template, and settings collection.

For more information about document class see the Administrator’s documentation for your library. For more information about settings collections and templates see “Settings Collections and Document Class” on page 31 or the Capture online help.

Assigning a Single Document ClassInitially, all faxes to be processed by Capture are assigned the same document class. Some sites process few faxes, and assigning all inbound faxes to a single document class may be appropriate

For example, you might use a single document class named Fax if all the documents that come in by fax are of the same type, or if you want to handle fax documents differently from scanned or imported documents.

Similarly, if the department receiving the bulk of the faxes was Accounts Payable, using a document class named Invoice might be appropriate.

Assigning Multiple Document ClassesOther sites may process different types of faxes. Departments tend to receive fax documents unique to the type of work they do. Human Resources receives resumes, Accounts Payable receives invoices, and Accounts Receivable receives purchase orders.

Each of these document types has different processing and indexing requirements. For this reason, many businesses want to assign inbound faxes to several different document classes based on some criterion, such as telephone number or fax channel ID.

The fax channel ID is a popular criterion for assignment of faxes to a document class. For example, Human Resources may receive faxes on fax channel 1; Accounts Payable, on fax channel 2; and Accounts Receivable, on fax channel 3.

The procedures in this document detail the process of automatically assigning inbound faxes to different document classes using the fax channel ID.

Folders and BatchesIn Capture, documents and pages are organized into batches and folders. For automatic batch creation to function properly, you must configure an initial batch. The initial batch is sometimes called the seed batch.

Initial Batch and the Fax Entry Batch PrefixYou can configure the Batch Prefix field in Fax Entry to use as an indicator for sending faxes to the initial batch. To test this function, first create the folder to hold the inbound faxes and the initial

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batch in Capture before you configure Fax Entry. Note that the folder may not have more than one batch that matches the batch prefix in Fax Entry, or the batches will lock.

When you configure Fax Entry, you must also configure the Capture Fax component and create the initial settings collection in Capture. Some of the settings in Fax Entry are also defined in the settings collection of the Capture Fax component. The Fax Entry settings will supercede the Capture Fax settings if they are not identical.

Naming the Initial BatchBatch names in Capture sort in ascii order in the TreeView and ListView. Make the first character in your initial batch name a lower ascii value than the batch names you will commonly process, so that:

• The initial batch stays at the top of the file list in the folder.

• The relationship between the folder and the initial batch remains the same.

• Any erroneous initial batches that might be inadvertently created by a faulty setting during configuration of Fax Entry and Capture will have a prefix that puts them at the top of the file list. The improper files can then be easily found and deleted.

• You can easily see if the initial batch contains pages, documents, or batches so you can remove them. The initial batch should remain empty except when actually processing a batch.

Because the initial batch will not be committed, you need not follow the batch naming conventions when you create the initial batch. For information about naming batches see the online Help for Capture Professional.

The following example shows an inbound fax folder, an initial batch prefixed by a special character, and the secondary batches created by the Event Activator rules in the settings collection of the initial batch.

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The following table shows the sort order of commonly-used ascii characters.

Initial Batch and Document ClassFor the initial batch, you can use a document class without index fields. The initial batch functions as a temporary container to hold the faxes when they first arrive and are first being processed by Capture. As no documents will be indexed or committed from the initial batch, no index fields are needed.

You may want to give the initial batch a name that mirrors the initial document class. For example, with an initial document class of Fax_Claims, use an initial batch name of $_Fax_Claims.

Secondary Batches and Document ClassThe secondary batches created from the initial batch must have index fields, so you must assign the secondary batches a settings collection with the proper document class.

The examples show the initial batch having a document class of Fax_Claims. This organization allows easier identification of the fax settings collections in the Config/Settings folder.

In the examples, from the initial document class Fax_Claims, faxes are assigned settings collections with the following secondary document classes: Claim_Dental, Claim_Medical, Claim_Vision.

Secondary batches must be committed, so you must follow the batch naming conventions when creating them.

Template Initial Settings CollectionWhen you create the template, you must select the correct initial settings collection. The initial settings collection includes the Event Activator rules that create the batch, name the batch and assign a particular settings collection (and document class) to an inbound fax. If you inadvertently select one of the other settings in the template, that does not have Event Activator rules, none of these actions will occur. You can edit the template to specify the correct settings collections.

Order Character Type Common Useful Characters

1 Special characters !, #, $, &, %

2 Numbers 0, 1, 2, 3...

3 Special characters ?, @

4 Uppercase letters A, B, C...

5 Special characters _

6 Lowercase characters a, b, c...

7 Special characters ~

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Types of Telephone ServiceTelephone service types (DID, DTMF, ANI) depend on the services available from your provider. Only one telephone service type can be used on a line.

You need to know the type of service you have on the lines you plan to use to receive faxes. No matter the type, properties from the processing of an inbound fax collect in the object properties of the fax page. The telephone service types are all placed in the Capture property FAX.DID/DTMF/ANI.value, where value is the number used.

Capture can use any of the types listed below:.

DID (Direct Inward Dial)A PBX or CENTREX feature that allows someone outside the system to directly dial a station within the system. With DID, several numbers can share a single fax device, i.e., several different numbers are all received on the same fax machine or server. Capture can display from 1 to 15 digits of the phone number dialed to send the fax.

DTMF (Dual Tone Multiple Frequency)A type of signaling that emits two distinct frequencies for each indicated digit. The fax sender can enter a configurable number of digits at the fax machine -- usually a four-digit extension. DTMF is more commonly known as Touch-Tone.

ANI (Automatic Number Identification)A service that provides the number of the incoming call. In this way, ANI is similar to caller ID, although ANI is usually provided by a long distance carrier, and caller ID by the local phone company. ANI service is often provided on T-1 lines.

Fax Identifier Types

CSID (Caller Station ID)The CSID, or CSI, is defined on the sending fax machine or server and used to identify an incoming call. The CSID is often shown in the fax header field from the sending fax machine. The field can contain numeric, or alphanumeric values. It can contain a brief numeric code, a fax number, or an alphanumeric code such as 1111, 7149661234, or LA MED 123. These codes could mean, respectively, Boston sales office, Costa Mesa HQ fax, or Los Angeles office medical claim sent by representative 123.

Fax Channel IDThe fax channel ID is a one- or two-digit number that correlates to the telephone number that was called or that received the call. Since a fax channel ID is always present, regardless of the way a call is received (DID, DTMF, ANI), fax channel ID is often used for triggering events in Capture. The fax channel ID is determined by the fax board and inbound telephone line configuration on the receiving fax machine or server.

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Capture Object PropertiesObject properties describe the processing life of an object such as a page, document, or batch. Object properties are often simply called properties. Properties are categorized by group, name, and value. Properties can contain:

• Information used to create the object

• Information used to process the object

• Information obtained by processing the object

Fax PropertiesThe properties given when a page comes into Capture as a fax begin with the group name FAX. The table below shows the fax properties.

The following example shows the FAX group in the Attributes tab of the Properties dialog box.

The following examples and procedures use the Capture property FAX.Fax Channel.value to trigger events. A fax must always come in on one of the available fax channels, irrespective of the telephone service type used. The format of this property’s value cannot change. It will always be a number of one or two digits. The actual value is dependent upon the number of fax boards and how they are configured in the fax server.

You can use FAX.Fax Channel.1 to trigger the start of a batch in the Event Activator rules for fixed-length, single-page fax batches. If you need to process variable-length, multipage faxes, see the following section.

Group Name Value

FAX DID/DTMF/ANI Numeric

FAX Caller Station ID Alphanumeric

FAX Fax Channel Numeric

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Options for Batching FaxesThere are several ways to form batches from an inbound fax call. These methods rely on the properties defined in an Event Activator rule to trigger the creation of a new batch. The examples in this document show a single fax call producing one batch containing one page. The other methods outlined here are for advanced users who can use the principles shown and provide the implementation details from their own experience.

A single inbound fax call might be formed into:

• A single batch containing a single page

• A single batch containing a variable number of pages

• Multiple batches containing a single page or a variable number of pages

Single Page BatchesCreating a single batch with a single page is comparatively simple.

The examples use the property FAX.Fax Channel.value in the Event Activator rules to create a new batch. The property begins the set of rules for each document class. The rule below starts a new batch when Event Activator encounters the property FAX.Fax Channel.1.

FAX.Fax Channel equals 1=>Start of Batch

This method must use a document class and settings collection that specifyas fixed length documents.

For an example of how this rule is used within a set of Event Activator rules, see “Single Page Batches” on page 198.

Multiple Page BatchesThis method is slightly more advanced than creating a single batch with a single page.

The Event Activator rules also use the property FAX.Fax Channel.value to create a new batch. However, the property is only used once in the rule set, and the value is used differently. The rule below starts a new batch when the Event Activator encounters a change in the value of the FAX.Fax Channel property.

FAX.Fax Channel changes value=>Start of Batch

This method must use a document class and settings collection specifying variable length documents.

For an example of how this rule is used within a set of Event Activator rules, see “Multiple Page Batches” on page 199.

Multiple Batches from a Single Fax CallThis method is the most advanced of those mentioned here.

An inbound fax call can be separated into multiple batches by using patch codes in the paper pages sent. You can select an option in Fax Entry to require that Capture DocProcessing be run before Assembly, and configure DocProcessing to recognize patch codes.

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When Capture encounters a patch code, it adds the Barcode.PatchCodeDetected.Patchvalue property to the fax page. The values for this property indicate the patch codes 1, 2, 3, 4, 6, and T. Note that patch code 5 does not exist.

The Event Activator rules use the property Barcode.PatchCodeDetected.Patchvalue to create a new batch, name the batch, and assign it to a document class. The rule below starts a new batch when Event Activator encounters the property Barcode.PatchCodeDetected.Patch1.

Barcode.PatchCodeDetected equals Patch1=>Start of Batch

This method must use a document class and settings collection specifying variable length documents.

To use this method sucessfully, you must prepare and order the paper pages properly before the fax call is made.

In addition, you must enable and configure the Patch Code feature of Capture DocProcessing.

For an example of how this rule is used within a set of Event Activator rules, see “Multiple Batches from a Single Fax Call” on page 199.

Event ActivatorYou must define the Capture Event Activator rules correctly in order to assign a fax to a specific document class. Event Activator uses one of the fax properties, often Channel ID, to trigger actions. The general order of the Event Activator rules to assign a fax to a document class follows:

• Create a new batch based on fax property, such as fax Channel ID.

• Give the batch a unique name, such as Claim_Dental_<unique number>.

• Assign the batch to a settings collection, such as st_Claim_Dental.

These rules are repeated in this same order for each document class. The steps are covered in detail in the pages that follow.

Fax Entry uses Capture’s Event Activator component and Assembly component. This means that when Fax Entry is configured properly, Capture displays batches from Fax Entry with Event Activator and Assembly processing already complete. When you look at a batch from Fax Entry, you see that it contains documents and pages.

Before You Start• Review this Entire Appendix

You can avoid configuration problems if you are well acquainted with the background and processes in this document. Even administrators who have a solid background in all the products involved should review the entire document.

• Review the Configuration Worksheets

To simplify the configuration process, print and complete the configuration worksheets as you collect information and plan how you will implement automatic assignment of inbound faxes to a document class. See “Worksheets” on page 201.

• Check Security Access

You must have a user ID and password with Administrator authority to configure Capture and Fax Entry.

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• Select the Document Classes

Know the document classes you plan to use. You must know the names of the document classes to which you want to assign to the committed faxes. Normally, these will be document classes that have index fields. Document classes are created on the library.

If usable document classes do not exist on the library, you must request that they be created, or get Administrator authority and create them yourself before you can continue. For more information about creating document classes, see the Administrator’s documentation for your library.

• Know Capture Naming Conventions

Know and use any naming conventions devised for your Capture system.

• Check Installed Capture Components

Verify the components you plan to use are installed. At a minimum, the following Capture components must be installed on the workstation:

• Fax

• File Import

• Assembly

• Event Activator

• Index Control

• Commit

• Viewer

Also, DocProcessing must be installed if you plan to use patch codes to create batches.

Select the Document ClassesYou need to know the document class name that the inbound faxes will be assigned to when they are first received by Capture. This document class is called the initial document class. The initial document class does not need to have index fields. In fact, it is better if it does not have index fields.

You also need to know the document class names that the inbound faxes will ultimately be assigned to after Capture finishes processing them. In the context of assigning batches to a document class based on Event Activator rules, these other document classes are called secondary document classes.

For more information about creating secondary and initial document classes, see “Create Secondary Settings Collections” on page 187, “Add Secondary Settings Collections to Template” on page 188, and “Configure the Initial Settings Collection” on page 188.

Ask the library system administrator to:

• Give you a list of the document class names that you are to use when configuring Capture Fax and Event Activator components.

• Use the Database Maintenance feature to print copies or save files of the User Indexes Report and the Document Class Report. See the Administrator’s documentation for more information about these reports and how to create them.

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Document Class ReportUse the document class names when you create the settings collections in Capture. The next example shows a document class report from an Image Services library.

Class Name : Med_Claim WorkFlo System :

Pages/Document : 1 WorkFlo Queue :

Batch Size : 50 Retention Disposition : DELETE

No. of Indexes : 4 Retention Base : CLOSING DATE

Cluster Index : Retention Offset : 12

Disk Family : SingleSlot Enable Cataloging : YES

Migrate to O.D.: YES Migration Delay : NO

Description : Medical Claim -- Short Form

Indexes Required Batch Total Verify Auto Indexing

------- -------- ----------- ------ -------------

Date_yyddd X

Claim_Number X

Name_Last

Name_First

Organize Documents and Document ClassesConsider the following items:

• The type of documents you plan to receive by fax

• The department or departments to receive each type of fax

• The telephone numbers or extensions of the departments, and if you plan to use them, the fax channel IDs associated with the telephone numbers or extensions

• The document classes you want to hold documents when committed

Make a table or worksheet that shows the organization of these items in your business. The next worksheet shows three different types of single-page insurance claim forms.

For a blank copy of this worksheet, see ““Document to Document Class Worksheet” on page 201.

Document Department Departmental Fax Number

Fax Channel

Document Class

Dental Claim form (one page)

Dental Claims 714.966.1111 1 Claim_Dental

Medical Claim form (one page)

Medical Claims 714.966.2222 2 Claim_Medical

Vision Claim form (one page)

Vision Claims 714.966.3333 3 Claim_Vision

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Procedure OutlineBelow are the general steps to assign inbound faxes to several different document classes. The steps below provide only a link to the procedure. For complete details, see the section referenced.

“Create the Initial Settings Collection” on page 180.

“Create a Template” on page 181.

“Create a Folder and Initial Batch (Seed Batch)” on page 182.

“Configure Fax Entry” on page 183.

“Send a Fax to the Initial Batch” on page 184.

“Check Document Properties” on page 186.

“Copy Sample Page into the Initial Settings Collection” on page 186.

“Create Secondary Settings Collections” on page 187.

“Add Secondary Settings Collections to Template” on page 188.

“Configure the Initial Settings Collection” on page 188.

“Testing the Settings Collection” on page 197.

Create the Initial Settings CollectionTo create the initial settings collection, select a repository, create a settings collection and configure the RightFax Fax component.

To create the initial settings collection, you need to know:

For a blank copy of this worksheet, see “Initial Settings Collection Worksheet” on page 201.

To configure the RightFax Fax component, you need to know:



Document Class Name Fax_Claims

Initial Settings Collection Name st_Fax_Claims


Polling Interval in Minutes 1

Job Directory \\<RightFax Server name>\RightFax\EDC\Processrs\FileNet

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For a blank copy of this worksheet, see “RightFax Component Worksheet” on page 202.

Most of the inbound migration options can be defined in both the Capture RightFax Fax component and Fax Entry. In a field where the values are different, the values in Fax Entry override the values in Capture. To align the inbound migration options, see “Fax Entry Worksheet” on page 202. Fill out this worksheet as you add values to the RightFax Fax component and the Fax Entry, Inbound Migration Configuration dialog box.

1. Click File, New, Settings to start the Settings Wizard.

2. Select Define A New Settings Collection and type the name of the settings collection. The name can contain a maximum of 18 characters.

3. Click Next when you’ve finished.

4. Select the document class to use from the drop down list and click Next.

5. Select RightFax Fax and click Configure.

6. Select the Connector Options tab and enter the number of minutes between polling intervals, and the UNC path to the shared fax folder on the RightFax server in the Job Directory field.

7. Select the Document Options tab and enter the maximum number of faxes and pages to process in an interval.

8. Click OK and then click Finish when you’ve finished.

Create a TemplateIn Capture, templates are used to group together similar settings collections. The template you create in this procedure will hold the initial settings collection and the secondary settings collections. Secondary settings collections are created in a later step.

To create a template, you need to know:

For a blank copy of this worksheet, see “Template Worksheet” on page 202.

1. Click File, New, Template to start the Template Wizard. Then create a template using the set-tings collection that you just created. Give the template a name that mirrors the settings collec-tion name, such as, tp_ Fax_Claims. Template names cannot duplicate settings collection

Filter Mode All

Maximum Faxes 10

Maximum Pages 999



Template Name tp_Fax_Claims



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names. The name can contain a maximum of 18 characters. Click Next when you’ve typed the name.

2. Select the Capture settings collection to which you want the inbound faxes first assigned (the initial settings collection). This is the settings collection that will contain the Event Activator rules for assigning the faxes to different document classes (the secondary settings collections).

3. Click Next and continue with the rest of the screens in this wizard.

4. Click Finish when you’ve finished.

Create a Folder and Initial Batch (Seed Batch)The inbound fax folder and initial batch hold the faxes when they first come into Capture. The names you will define in Fax Entry must match the names of the folder and the prefix of the batch you define here.

To create a folder and initial batch, you need to know:

For a blank copy of this worksheet, see “Inbound Fax Folder and Initial Batch Worksheet” on page 202.

1. Select the desired repository.

2. Click File, Edit, New Folder.

3. Type the desired folder name and click OK when done.

4. Select the folder you just created.

5. Click Edit, New Batch.



Folder Name (will hold initial batch) Fax_Claims

Batch Name (must match Fax Entry batch prefix)

$_Fax_Claims



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6. Type the desired names in the fields:

• Batch Name

The first few characters you type here must match the characters you will type in the Fax Entry Batch Prefix field. For example, $_Fax_Claims here is a match for $_Fax_ in the Batch Prefix field of Fax Entry.

See “Initial Batch and the Fax Entry Batch Prefix” on page 171 for more information.

• Create Based Upon The Following Template

Select the template you created earlier. The template you select here must match the template you will select in the Fax Entry Batch Template field.

• From the Template, Use The Following Setting

When you select the template, the initial settings collection displays in the settings field. The settings collection you select here must match the settings collection you will select in the Fax Entry Batch Settings field.

7. Click OK when done.

Configure Fax EntryThe fields you define in Fax Entry must match the names you defined in Capture when you created the inbound fax folder and initial batch. The Fax Entry fields that must match are described in the steps below.

To configure Fax Entry inbound fax migration, you need to know:


Batch Folder ntToas:FileNet:/Fax_Claims

Fax Entry fields below must match the namesyou define here:

Batch Prefix(first few characters here must match)

Batch Template

Batch Settings Collection

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For a blank copy of this worksheet, see “Fax Entry Worksheet” on page 202.

1. Click Start, Programs, FileNet Fax Entry.

2. On the Inbound Fax tab, define the following fields:

• Batch Folder

Browse to the folder that contains the initial batch. You cannot type the batch folder entry. You must browse to it using the Browse button.

• Batch Template

Select the template you created earlier.

• Batch Settings

Select the settings collection you created earlier. This settings collection will be used as the initial settings collection.

• Batch Prefix

Type the name of the batch prefix you want to use. The batch prefix can be thought of as the “initial batch prefix.” For example, using the batch prefix $_Fax_ will put fax batches into an initial batch named $_Fax_Claims. See “Initial Batch and the Fax Entry Batch Prefix” on page 171 for more information

3. Click Processing Options to display the Inbound Fax Processing Options dialog box.

4. Define the following field:

• Batch Disposition

Select one of the processing options.

5. Click OK.

Send a Fax to the Initial BatchThe properties generated by processing this document are used to configure the settings collection later.

To send a fax to the initial batch, you need to know:

Batch Template tp_Fax_Claims

Batch Settings st_Fax_Claims

Batch Prefix $_Fax_

Batch Disposition Index, but don’t commit


Telephone number correlating to fax channel ID 1

714-966-1111


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For a blank copy of this worksheet, see “Send a Fax to the Initial Batch Worksheet” on page 203.

1. Start the Fax Entry and Capture programs.

2. Select the Fax Entry program and open the Activity Trace Window and Journal Window -- Inbound Entries.

3. Fax a document to the inbound fax server.

TIP Fax the document to the telephone number that correlates to fax channel ID 1. Doing so makes it easier to configure the Event Activator rules as the examples are presented showing fax channel ID 1. However, when configuring Event Activator you can select any existing fax channel ID. You just type the value you want to use in the Values field of the Rules Properties dialog box.

4. After the fax is received and processed by the fax server and Fax Entry, the following entries display at the bottom of the Fax Entry Activity Trace Window. The date and time and the fax was received were removed from the example.

Using Batch $_Fax_ClaimsFax Receipt into Batch SuccessfulEvent Activator SuccessfulAssembly successful for b ####Processed Fax, status: BATCH

TIP Configure Fax Entry to show the Activity Trace Window and specify Very Detailed Trace. Such a setting is helpful if you need to troubleshoot a fax problem. The previous example is configured to show Very Detailed Trace. In a production setting, this setting is rarely used. Once you are finished configuring, change this option to Normal.

In the Journal Window -- Inbound Entries, the following lines display at the bottom of the window under the headings indicated (not all headings are shown in the table). Though not shown here, the entry contains a date and time stamp.

5. Select the Capture program.

6. Select the inbound fax folder you created earlier, for example, Fax_ Claims.

7. Click Edit, Refresh.




$_Fax_Claims



Type Caller ID CH DID/DTMF Pge Doc/Batch Job ID

Status

RECV 714 966 3232 1 (blank when not used)

001 b#### Migr Batch


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The inbound fax folder displays containing a page (named, for example, 001P001.TIF).

Check Document PropertiesThe Group, Name, and Value properties are used to configure the Event Activator. The steps below describe how to view and note the properties used to configure the Event Activator.

1. Select the fax page in the initial batch ($_Fax_Claims) using TreeView or ListView.

2. Select File, Properties to display the Properties dialog box.

3. On the Object tab, check that the Class property contains the correct document class.

4. Click the Attributes tab. The properties of the page are shown in a table with the headings Group, Name and Value. An example of the Attributes tab dialog box is shown below.

5. Look in the Group column for the beginning of the FAX entries, which will be near the top of the list (for example, FAX Fax Channel ID 1).

Fill in the property worksheet. See “Property Worksheet” on page 203.

An example of a completed worksheet is shown below. Use this information to configure the fields in the Event Activator component.

Copy Sample Page into the Initial Settings CollectionThis procedure makes properties available in the Source Group and Source Name fields. These fields are in the Event Activator Properties, Rules Properties dialog box. The properties contain the values needed for automatic processing. These fields are used later in this procedure.

1. Select the fax you just received in the initial batch.

2. Click Edit -> Move.

3. Navigate to the Config/Settings folder of the desired repository.

4. Select the initial settings collection (for example, st_Fax_Claims).

5. Click Edit -> Paste.

Group Name Value

FAX DID/DTMF/ANI N/A

FAX Caller Station ID 9663272

FAX Fax Channel 1

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Create Secondary Settings CollectionsThe secondary settings collections are built around secondary document classes. It is these classes that the faxes will be committed to when Capture finishes processing them.

No separate template is required for the secondary settings collections. The secondary settings collections use the template created for the initial settings collections. The relationship between the template and the secondary settings is shown in the next procedure, “Add Secondary Settings Collections to Template” on page 188.

In creating the secondary settings collections, the key is in aligning the document class names with the settings collection names. For example, the next worksheet shows document class names and examples of appropriate settings names.

For a blank copy of this worksheet, see “Document Class and Settings Collection Worksheet” on page 203.

To create the secondary settings collection, for each settings collection, you need to know:

For a blank copy of this worksheet, see “Template Worksheet” on page 202.

This procedure for creating a settings collection provides only the information for configuring the items mentioned above. For a full discussion of creating and configuring settings collections, see the other documents and online help provided with FileNet Capture.

1. Click File -> New -> Settings to start the Settings Wizard.

2. Click Define A New Settings Collection and type the name of the settings collection. The name can contain a maximum of 18 characters.

3. Click Next.

4. Select the document class to use from the drop down list and click Next.

5. Click Next and Finish.

Repeat these steps for each secondary settings collection you want to create.

Document Class Capture Settings Collection

Claim_Dental st_Claim_Dental

Claim_Medical st_Claim_Medical

Claim_Vision st_Claim_Vision



Document Class Name Claim_Dental

Initial Settings Collection Name st_Claim_Dental

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Add Secondary Settings Collections to TemplateBefore you add the secondary settings collections to the template, you need to know:

For a blank version of this worksheet, see “Secondary Settings Collection Worksheet” on page 204.

1. Select the template in the Config\Template folder.

2. Click Edit -> Template to start the Template Wizard. Scroll down to the initial settings collection in the Settings Collections list box.

3. Select the Capture settings collection that you want to use as secondary settings collection by pressing and holding the Ctrl key and clicking on the desired settings collection. Repeat this for all the settings collections that you want to use. You can check that the correct settings collections were selected by clicking the drop list button.

4. Check that the initial settings collection is selected. When the initial settings collection is not selected, events will not be triggered.

5. Click Next and Finish.

Configure the Initial Settings CollectionIt is the initial settings collection that does the work of assigning the document classes based on fax channel ID. The initial batch receives the faxes when they first come into Capture. The initial batch is created using the settings collection that is configured with the Event Activator rules.

To configure the settings collection for the initial settings collection, you need to know:

This is the same information you obtained in the procedure “Create a Folder and Initial Batch (Seed Batch)” on page 182.

For a blank copy of this worksheet, see “Inbound Fax Folder and Initial Batch Worksheet” on page 202.



Initial Settings Collection Name ntTaos

Document Class Name Claim_Dental





$_Fax_Claims



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Create rules for each of the doc classes and values (fax channel ids) to which you want to route faxes. Make sure that you align the properties, document classes, and settings collections you want to use as the secondary settings collections. The next worksheet gives an example.

For a blank copy of this worksheet, see “Property / Document Class / Settings Collection Worksheet” on page 204.

The next worksheet shows the rules you need to configure for each fax channel ID.

For a blank copy of this worksheet, see “Event Activator Rule Set Worksheet 1” on page 204.

Create the rules one at a time and test each before moving on to the next. You test a rule by sending a fax and checking that the rule does what you had planned. The procedure that follows guides you through creating the rules shown in the previous worksheet. You can follow the same basic procedure for the other fax channel IDs and document classes that you want configure.

First Rule: Create the Batch1. Select the page in the settings collection. You cannot select the batch as the batch will not con-

tain the needed fax properties.

2. Click Tools -> Configure -> Event Activator.

3. Click Add.

4. Define the rule as shown in the next worksheet:

Property Document Class Capture Settings Collection

FAX.Fax Channel.1 Claim_Dental st_Claim_Dental

FAX.Fax Channel.2 Claim_Medical st_Claim_Medical

FAX.Fax Channel.3 Claim_Vision st_Claim_Vision

Group.Name Relationship Value Action At /Delete After

Object Name

Fax.Fax Channel Is Equal To 1 Separates Objects at Start

Batch

Fax.Fax Channel Is Equal To 1 Sets the Name Claim_Dental_<number>

Fax.Fax Channel Is Equal To 1 Sets a Setting st_Claim_Dental

Rule: 1. Create a New Batch

Field Title Value

Group FAX

Name FAx Channel

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For a blank copy of this worksheet, see “Event Activator Rule Worksheet” on page 204.

This Rule Properties window is similar Figure 8 when you are finished.

Figure 8: Real Properties window example

5. Click OK.

The Rules tab of the Capture Event Activator Properties window displays the rule you created, as in Figure 9 on page 191.

Relationship is Equal To

Value 1

Action Separates Objects

Point of Action/Delete Afterwards Start

Object Batch

Name

Field

Rule: 1. Create a New Batch

Field Title Value

Use these values

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDETest the First Rule

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Figure 9: Capture Event Activator Properties window

6. Click OK.

Test the First Rule1. Send a fax to the telephone number that correlates to Fax Channel 1.

2. Select the inbound fax folder.

3. Select Edit -> Refresh.

Note that the initial batch remains empty and the new batch is named using Capture’s automatic naming scheme (BatchNumber###), and that the document class of the batch is the same as the initial batch (Fax_Claims).

First Rule:Create the Batch

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDESecond Rule: Name the Batch

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Second Rule: Name the Batch1. Select the page in the settings collection. You cannot select the batch because the batch does

not contain the required fax properties.

2. Click Tools -> Configure -> Event Activator.

3. Click Add.

4. Define the rule as shown in the next worksheet:


• Defining the Name Field

Click the Name field and type the desired name of the batch (for example, Claim_Dental_). Leave the cursor at the end of the name you are using. Click Field and select Unique Number.

The unique number is appended when you complete this operation. All batch names must be unique.

Rule: 2. Name the Batch

Field Title Value

Group FAX

Name FAx Channel


Value 1

Action Sets the Name

Point of Action/Delete Afterwards n/a

Object Batch

Name Claim_Dental_<number>

Field Unique Number

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5. Click OK.

The Rules tab of the Capture Event Activator Properties window shows the rule you just created.

Test the Second Rule1. Send a fax to the telephone number that correlates to Fax Channel 1.


3. Select Edit -> Refresh.

Use thesevalues

Use the nameyou planned


Second Rule:Name the Batch

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The initial batch remains empty and the new batch is named using the name format defined in the second Event Activator rule (Claim_Dental_ ####), and that the document class of the batch is the same as the initial batch (Fax_Claims).

Third Rule: Assign the Settings Collection1. Select the page in the settings collection. You cannot select the batch as the batch will not con-

tain the needed fax properties.

2. Tools -> Configure -> Event Activator.

3. Click Add.

4. Define the rule as shown in the next worksheet.


This Rule Properties window is similar to Figure 10 on page 195 when you are finished.

Rule: 3. Assign the Settings Collection to the Batch

Field Title Value

Group FAX

Name FAx Channel


Value 1

Action Sets a Setting


Object n/a

Name st_Claim_Dental

Field n/a

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Figure 10: Rule Properties window example

5. Click OK.

The Rules tab of the Capture Event Activator Properties window displays the rules that you created, as shown in Figure 11:

Figure 11: Capture Event Activator Properties window example

Use this value

Use the settings collectionyou planned


Second Rule:Name the Batch

Third Rule:Assign the Settings Collection

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Test the Third Rule1. Send a fax to the telephone number that correlates to Fax Channel 1.


3. Click Edit -> Refresh.

Note that the initial batch remains empty and the new batch is named using the name format defined in the second Event Activator rule (Claim_Dental_ ####). Also note that the document class of the initial batch is now different from the new batch. The third Event Activator rule changed it. For example, the initial batch remains assigned to document class Fax_Claims, while the new batch is assigned to document class Claim_Dental.

Create Rules for the Remaining Document ClassesRepeat the three steps for creating the previous set of rules for all the document classes to receive the fax documents. You have already completed the gray shaded rules in the previous steps.


Object Name


Batch

Fax.Fax Channel Is Equal To 1 Sets the Name Claim_Dental_<number>

Fax.Fax Channel Is Equal To 1 Sets a Setting st_Claim_Dental


Batch

Fax.Fax Channel Is Equal To 2 Sets the Name Claim_Medical_<num-ber>

Fax.Fax Channel Is Equal To 2 Sets a Setting st_Claim_Medical

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For a blank copy of this worksheet, see “Event Activator Rule Set Worksheet 2” on page 205.

When you finish creating all of the rules, the Event Activator Properties window is similar to Figure 12.

Figure 12: Event Activator Properties window example

When displaying rules, the Event Activator Properties uses different terms than in the Rule Properties window.

For an example of this set of Event Activator rules, see “Single Page Batches” on page 198.

Testing the Settings CollectionBecause many aspects of the Capture product must work together, test your configuration. To test the settings collection, you must know:


Batch

Fax.Fax Channel Is Equal To 3 Sets the Name Claim_Vision_<number>

Fax.Fax Channel Is Equal To 3 Sets a Setting st_Claim_Vision


Paper Sample Page gather 1 to 3 per doc class


Object Name

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For a blank copy of this worksheet, see “Test Worksheet” on page 205.

1. Send 1 to 3 single-page faxes to the telephone number that correlates to Fax Channel 1 (Dental Claims). Then do the same for each of the other fax telephone numbers.


3. Click Edit -> Refresh. The result is similar to the example in Figure 13:

Figure 13: Inbound Fax TreeView example

The inbound fax folder contains the empty initial batch, and 1 to 3 batches for each document class.

Examples of Event Activator rule sets

Single Page BatchesThe next Event Activator rule set is created by following the examples in this document.

FAX.Fax Channel equals 1=>Start of BatchFAX.Fax Channel equals 1=>Sets Batch Name to Claim_Dental_<number>FAX.Fax Channel equals 1=>Sets the setting to st_Claim_DentalFAX.Fax Channel equals 2=>Start of BatchFAX.Fax Channel equals 2=>Sets Batch Name to Claim_Medical_<number>FAX.Fax Channel equals 2=>Sets the setting to st_Claim_MedicalFAX.Fax Channel equals 3=>Start of BatchFAX.Fax Channel equals 3=>Sets Batch Name to Claim_Vision_<number>FAX.Fax Channel equals 3=>Sets the setting to st_Claim_Vision

Note that the rules in the Event Activator Properties dialog box display using different terms than in the Rule Properties window.


Inbound Fax Folder Name Fax_Claims

Phone Number for: Dental Claims 714.966.1111

Phone Number for: Medical Claims 714.966.2222

Phone Number for: Vision Claims 714.966.3333


Inbound Fax Folder

Empty Initial Batch

Secondary Batches

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Multiple Page BatchesFAX.Fax Channel changes value=>Start of BatchFAX.Fax Channel equals 1=>Sets Batch Name to Claim_Dental_<number>FAX.Fax Channel equals 1=>Sets the setting to st_Claim_DentalFAX.Fax Channel equals 2=>Sets Batch Name to Claim_Medical_<number>FAX.Fax Channel equals 2=>Sets the setting to st_Claim_MedicalFAX.Fax Channel equals 3=>Sets Batch Name to Claim_Vision_<number>FAX.Fax Channel equals 3=>Sets the setting to st_Claim_Vision

Note that the rules in the Event Activator Properties dialog box display using different terms than in the Rule Properties dialog box.

Multiple Batches from a Single Fax CallBarcode.PatchCodeDetected equals Patch1=>Start of BatchBarcode.PatchCodeDetected equals Patch1=>Sets Batch Name to Claim_Dental_<number>Barcode.PatchCodeDetected equals Patch1=>Sets the setting to st_Claim_DentalBarcode.PatchCodeDetected equals Patch2=>Start of BatchBarcode.PatchCodeDetected equals Patch2=>Sets Batch Name to Claim_Medical_<number>Barcode.PatchCodeDetected equals Patch2=>Sets the setting to st_Claim_MedicalBarcode.PatchCodeDetected equals Patch3=>Start of BatchBarcode.PatchCodeDetected equals Patch3=>Sets Batch Name to Claim_Vision_<number>Barcode.PatchCodeDetected equals Patch3=>Sets the setting to st_Claim_Vision

Note that the rules in the Event Activator Properties dialog box display using different terms than in the Rule Properties dialog box.

Troubleshooting

General ProcessIn general you want to troubleshoot problems in the order in the next table.

Order Product Tests

1 Fax Server Send a fax to the RightFax Fax Server.

2 Server Check that:

• Capture can connect to the library

• Fax Entry can connect to the library

3 Capture Check that the configuration of the Capture Fax component matches the configuration of the library and Fax Entry.

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Common ProblemsBelow are some common problems and how to correct them.

Locked Batches -- GeneralIf you have SysAdmin authority, you can refresh the locked batches to clear the locks, then manually commit any remaining faxes to the server.

To manually commit a batch

1. Select the batch and click Tools, Commit.

2. Commit any faxes still in the batch, one at a time.

3. Select the inbound fax folder and click Edit, Clear to remove all the batches from the folder.

4. Once the folder has been cleared of batches, create a new initial batch from the proper template.

Multiple locked batches in inbound fax folderThis is usually caused by the Fax Entry batch prefix and Capture initial batch being mismatched. See, “Batches are numbered <prefix>####” on page 200.

First batch uses prefix but has a numberThis is usually caused by the Fax Entry batch prefix and Capture initial batch being mismatched. See, “Batches are numbered <prefix>####” on page 200.

Batches are numbered <prefix>####1. Check that the Fax Entry Batch Prefix field and the first few characters of the Capture initial

batch are the same.

Fax Entry Batch Prefix: $_Fax_Capture initial batch prefix: $_Fax_Claims

2. Exit Fax Entry and Capture.

3. Start Capture.

4. Manually commit faxes.

4 Fax Entry Check that the configuration of Fax Entry properly defines the:

• Batch Prefix

• Batch Folder

• Batch Template

• Batch Settings

Order Product Tests

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDEWorksheets

201

Fax Batches are not showing in the inbound fax folderDo the following steps in order:

1. Check that the fax server is receiving the faxes. If the server is receiving the faxes, go to the next step.

2. Check that Fax Entry is receiving the faxes. If Fax Entry is receiving the faxes, go to the next step.

3. Select the inbound fax folder and click Edit -> Refresh.

Fax batches are going into the wrong doc classCheck the Event Activator rules of the initial batch. Make sure that the fax channel number and the document class are properly associated:

Fax Channel ID 1 = Document Class AFax Channel ID 2 = Document Class BFax Channel ID 3 = Document Class C

and so on.

WorksheetsYou can print the blank worksheets in this section, and use them to fill in the information for your site and configuration. The worksheets are generally presented in the order that they are needed during the procedure. Depending on how you configure your site, you might need to complete several copies of a given worksheet.

Reviewing the worksheets before starting the procedure can familiarize you with the information that you need.

Document to Document Class Worksheet

Initial Settings Collection Worksheet

Document Department Departmental Fax Number

Fax Channel

Document Class


Repository Name

Document Class Name

Initial Settings Collection Name

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RightFax Component Worksheet

Template Worksheet

Inbound Fax Folder and Initial Batch Worksheet

Fax Entry Worksheet


Polling Interval in Minutes

Job Directory

Filter Mode

Maximum Faxes

Maximum Pages


Repository Name

Template Name



Repository Name

Folder Name (will hold initial batch)


Template Name



Batch Folder

Batch Template

Batch Settings

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Send a Fax to the Initial Batch Worksheet

Property Worksheet

Document Class and Settings Collection Worksheet

Batch Prefix

Batch Disposition


Telephone number correlating to fax channel ID 1

Repository Name

Folder Name (will hold initial batch)


Template Name


Group Name Value

FAX DID/DTMF/ANI

FAX Caller Station ID

FAX Fax Channel

Document Class Capture Settings Collection


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204

Secondary Settings Collection Worksheet

Property / Document Class / Settings Collection Worksheet

Event Activator Rule Set Worksheet 1

Event Activator Rule Worksheet


Template Name


Document Class Name

Property Document Class Capture Settings Collection


Object Name

Rule:

Field Title Value

Group FAX

Name FAx Channel


Value 1

Action Sets a Setting

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Event Activator Rule Set Worksheet 2

Test Worksheet


Object n/a

Name st_Claim_Dental

Field n/a


Object Name


Paper Sample Page gather 1 to 3 per doc class

Repository Name

Inbound Fax Folder Name

Phone Number for:

Phone Number for:

Phone Number for:

Rule:

Field Title Value

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Appendix H – NTFS Sweep

This appendix describes how to use Capture in a CFS-NTFS environment to add federated

documents to a FileNet P8 object store. This document provides detailed procedures on how to configure Capture and Fax Entry to process files on an NTFS server.

Capture Manager, Capture, and Fax Entry are used to generate federated documents from the processed files, and if required, declare the federated documents as records.

FileNet Capture NTFS Sweep locates the most recently added files from an external NTFS directory structure, imports them to Capture as Capture pages, and marks the original files in the NTFS directory so they will not be processed a second time. Once configured, NTFS Sweep runs automatically during Fax Entry processing.

Once the files are in Capture, you can perform any Capture operation on the resulting pages. If you are committing the documents to a FileNet P8 Content Engine (CE) object store, NTFS Sweep can optionally create FileNet P8 federated documents that can optionally be declared as Records Manager records.

This appendix is a configuration guide that describes how to:

• Configure Capture and Fax Entry to enable NFTS Sweep

• Configure Capture Manager, Capture and Fax Entry to create federated documents that can be declared as Records Manager records.

This document includes information about configuring NTFS Sweep only . See the FileNet P8 Content Federation Services for Content Services and NTFS Installation Guide for installation instructions, and FileNet P8 Content Federation Services for Content Services and NTFS for FileNet P8 considerations.

For a full discussion of IBM FileNet Capture options and features, see the documentation set and online help that are provided with FileNet Capture.

NTFS Sweep termsNTFS Sweep uses the following terms and concepts:

CFS-IICE File Store:

A permanent storage area designed to support Content Federation Services for IBM Websphere® Information Integrator Content Edition (IICE). IICE provides an integration interface for a variety of content management systems.

Federated document content:

A federated document contains metadata (properties or attributes of a file) and a reference to the orginal document on the NTFS directory tree.

File template:

A text file in an NTFS directory or sub-directory that lists metadata for files in that directory.

Metadata:

Properties or page attributes of a file.

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NTFS Sweep Processing OrderNTFS Sweep follows the order outlined below.

1. At set intervals determined by Fax Entry polling, NTFS Sweep reviews (“sweeps”) a designated NTFS directory tree and locates all documents that have not been marked as processed.

2. File Import creates Capture pages from the new documents and places them in a batch file designated in Fax Entry.

3. File Import marks the new documents in the NTFS directory as processed so that they will not be processed a second time.

4. File Import extracts metadata (account number, name, etc.) from any associated file template files. It adds the metadata as attributes to the corresponding Capture page, in addition to the standard attributes acquired in processing.

5. Capture processes the documents according to the assigned settings collection and capture path. It can create a federated document containing the extracted metadata, and, if specified, will declare a record from the federated document.

Configuration procedure to enable NTFS SweepThe following list provides links to the configuration procedures for NTFS Sweep.

“Confirm Content Engine configuration” on page 207.“Configure Windows security” on page 207“Determine top-level NTFS directory and create file templates” on page 208.“Configure Capture Manager” on page 209.“Configure Capture” on page 209.“Configure Fax Entry” on page 210.

Confirm Content Engine configurationTo optionally create FileNet P8 federated documents, the Capture Commit operation must take place on the Content Engine server. In addition, the account under which the Capture Commit process runs must be a member of the Content Engine Servers group. Review these requirements with the CE Administrator, or see the Content Engine documentation for more information.

Configure Windows securityTo configure Windows Security for NTFS Sweep, you must have the permissions needed to create security groups in Windows environments.

You must create a user group within Windows security for the network or computer on which the NTFS Sweep directory resides. This user group is used only for NTFS Sweep, and you must not add any users to the user group. There are no restrictions on the name of this user group.

Capture must run under a Windows security user account that has the necessary permissions to add the user group to each file that goes through the sweep process. For security purposes, membership in this user group should be limited.

Determine whether the NTFS Sweep directory is on a Windows domain. If possible, use a Windows domain so that the Security ID remains static.

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• If the NTFS Sweep directory will be on a Windows domain, see “Domain Networks” on page 208.

• If the NTFS Sweep directory will not be on a Windows domain, see “Local Computer” on page 208.

Domain Networks1. Log on to a computer that is attached to the domain, using an account that has rights to create a

new security group. If possible, perform this task on the actual domain controller.

2. Open cmd.exe or the command prompt.

3. Type the following command:

NET GROUP /ADD “<user group name>”

and press Enter. The command line will display the following:

The command completed successfully.

Local Computer1. Log on to the computer that has the NTFS Sweep directory as a local directory (not a mapped

directory), using an account with Administrative rights.

2. Open cmd.exe or the command prompt.

3. Type the command

NET LOCALGROUP /ADD “<user group name>”

and press Enter. The command line will display

The command completed successfully.

Determine top-level NTFS directory and create file templatesDetermine the highest-level directory that you want to sweep. You can configure NTFS Sweep to sweep all the sub-directories in this top-level directory, but only in the single directory tree you specify. You must enter this information when you configure File Import.

If you want to import metadata (such as name or account number) using a file template, you must create the file template as a standard ASCII text file in the directory containing the files to which the metadata applies.

NOTE You can create only one file template for each directory or sub-directory. Sub-directories do not inherit the file template of the parent directory. As each directory or sub-directory can have only one file template, you must organize the directory structure with a separate sub-directory for each file or kind of file that rquires a unique file template.

In the file template text file, list each metadata value on a separate line. No terminating semi-colons or special characters are required.

When NTFS Sweep finds unmarked files in a folder containing a file template, it imports the file template along with the unmarked files. Capture uses the metadata in the file template to create Custom Group 01 attributes for the Capture pages that are created from the imported files. These

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attributes can be used for indexing, record selection, or any other attribute application. file templates have a maximum of 32 lines; no more than 32 attributes can be added through a file template.

For example, a file template containing an account number, name, and date appears as follows:

110002224Blaine, Rick12/05/2005

After the files and the file template are imported to Capture, the information from the file template appears as the following attributes:

Configure Capture ManagerTo create federated documents that can optionally be declared as Records Manager records, you must configure Capture Manager.

NOTE NTFS Sweep applies only to Content Engine (CE) or Shared Content Engine repositories that include one or more Fixed Content Devices (FCD). To add federated documents to an object store, the object store must include an FCD configured to store NTFS federated documents.

1. From the Windows Start menu, select Programs/FileNet Capture Professional/Capture Manager.

2. Select the Content Engine or Shared Content Engine repository you will be using for the federated documents and click Edit.

3. In the Content Engine or Shared Content Engine section of the Edit Repository dialog box, click Advanced.

4. Click Create Federated Documents to enable federated document generation and to activate the remaining fields on this dialog box. Capture Manager displays a warning message regarding associated configuration requirements. Click Yes to close the warning message dialog box.

5. In the Select the CE Federated File Store list, select the appropriate Content Engine repository.

6. The FileImport Path to IICE Path Mappings list box displays the mappings between the Capture File Import root paths for NTFS files and IICE root paths. To create a new mapping, click New to display the Define New Path Mapping dialog box. Enter the File Import directory path followed by a backslash (\), the corresponding IICE NTFS directory path, and click OK.

When you have finished with this step, close the open dialog boxes and close the Capture Manager application.

Configure CaptureCapture processes the files imported from the NTFS directory. You might need to create a settings collection, template, and capture path to process the files. You must configure File Import to import the files and configure Assembly to process the imported files as single-page documents. To declare federated documents as records, you must configure the Record Activator component.

Group Name Value

Custom Group 01 Value1 110002224

Custom Group 01 Value2 Blaine, Rick

Custom Group 01 Value3 12/05/2005


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Create a Settings Collection1. From the Windows Start menu, select Programs/FileNet Capture Professional/Capture Profes-

sional.

2. Select File, New, Settings to start the Settings Wizard.

3. Select Define A New Settings Collection and type the name of the settings collection. The name can contain a maximum of 18 characters. Click Next.

4. Follow the wizard to create the settings collection. Consult the Capture Online Help for assistance as necessary. When you reach the dialog box for configuring components, select File Import and click Configure.

5. On the Files tab, enter the top-level NTFS directory in the Path field. Enter the filename and relative path of the file you want to import in the File Specification file. Click Apply to save the setting.

6. Select the Automation tab and confirm that the Polling Interval field is set to zero (0), to disable regular polling. Click OK to save the setting and close the File Import Properties dialog box.

7. If you are committing the documents to a FileNet P8 Content Engine repository, select Assembly and click Configure.

8. Click Force document to contain the number of pages. Enter 1 in the Pages per Document field. Click OK to save the setting and close the Assembly Properties dialog box.

9. Click OK and then click Finish.

Create a templateIn Capture, templates are used to group together similar settings collections. The template you create in this procedure will hold the settings collection you created in the previous section.

1. Select File, New, Template to start the Template Wizard. Create a template using the settings collection that you just created. Give the template a name that mirrors the settings collection name, such as tp_ Fax_Claims. Template names cannot duplicate settings collection names.

2. Click Next and click Finish.

Configure Record ActivatorTo declare federated documents as records, select Tools/Configure/Record Activator. See the Capture System Administrator’s Guide and the Capture Online Help for complete instructions for configuring Record Activator.

Configure Fax EntryThe Fax Entry application sweeps the NTFS directory tree at set intervals, looking for newly added files. Enable NTFS Sweep from the File Import tab of the Fax Entry application.

• NTFS Sweep requires the 2.0 Fax Entry journal log format. Once you upgrade to this format, you may not revert to the 1.0 format.

• NTFS Sweep does not run while Idle Time is in effect.

• When you are using the NTFS Sweep feature, the standard File Import facility is not available.


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To configure FaxEntry

1. From the Windows Start menu, select Programs/FileNet Fax Entry.

2. On the Configure menu, select File Import.

3. Click the Enable File Import Processing check box to enable the File Import component and activate the remaining fields on the tab.

4. Specify the following options:

• In the Batch Folder field, enter the Capture folder to receive the imported files.

• In the Batch Template field, enter the template you created in Capture.

• In the Batch Settings field, enter the settings collection you created in Capture.

• If you want the NTFS Sweep batches to have a standard prefix, enter the prefix in the Batch Prefix field.

5. Click File Sweep Options.

• Click the Enable File Sweeping check box to enable NTFS Sweep and activate the remaining fields in the dialog box.

• To import metadata through a file template, enter the name of the template in the File Template Name field.

• Enter the maximum number of files you want NTFS Sweep to process per sweep in the Max Files processed field. The default is 10000. FileNet recommends no more than 100000 files.

• Enter the amount of time, between 1 and 60 minutes, to elapse between sweep sessions in the Sweep interval field.

• To sweep the sub-directories below the top-level directory, click Scan Sub Folders. If you clear the check box, NTFS Sweep will sweep the top-level directory only. To control the number of files in a batch, enter a number between 1 and 5000 in the Max Files per batch field.

• In the File Sweep Marker field, enter the name of the user group you created when you configured Windows security. (See “Configure Windows security” on page 207.)

• Select a method for dealing with errors from the File Error Correction Options section:

• Leave File As Is: leave file in its original NTFS location.

• Append file name with .CFS_ERROR: add the .CFS_ERROR extension to the file name.

• Move File to Error Directory: move the file to a directory you designate in the associ-ated field.

NOTE The Error directory must not be located in the NTFS Sweep top-level directory.

6. Click OK to return to the File Import tab of the Options dialog box.

7. If you are using a FileNet P8 Content Engine respository, and you want to declare records during NTFS Sweep, click Processing Options.

8. Click Use Record Activator to declare records for the files imported by NTFS Sweep.

9. Click OK to return to the File Import tab. Click OK again to return to the Fax Entry window.

NTFS Sweep starts automatically when you click Yes to resume Fax Entry processing.

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Appendix I – FileNet ADR Guidelines

FileNet Capture ADR is a separate application. These guidelines highlight and provide further

explanation and clarification of some concepts that might be new to all users and administrators.

This appendix discusses:

• Constraints and limitations for FileNet Capture ADR.

• Capture ADR in a distributed processing environment.

• Auto-indexing with Capture ADR.

Constraints and limitations for Capture ADR • Within a Capture path, not all ADR modules are required, but ADR modules must run

consecutively.

• Other Capture components cannot run in between ADR modules.

• The Assembly component must be run before ADR.

• You cannot run Capture ADR on the same dedicated workstation while Capture Professional is running.

• If a batch error occurs, ADR components in dedicated mode cannot access documents in the batch even after the problem is corrected.

Capture ADR in a distributed processing environmentA Capture ADR distributed processing environment consists of a number of workstations configured to distribute the workload thereby optimizing overall system productivity and efficiency.

All workstations monitor processing status of a batch as well as the current phase of that batch within the Capture path using a polling method.

You can configure Capture ADR workstations within distributed processing environments to run in Standard Capture, Dedicated or Service mode. The Table 11 on page 213 summarizes the features of each mode.

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You can configure the workstations to follow a Capture path workflow. For example, Scan -> Assembly -> Recognition -> Indexing -> Commit. For Dedicated and Service mode, a Save/Stop command must be inserted in the Capture path whenever processing completes at one workstation and resumes at another.

Table 11: Capture ADR Standard/Dedicated/Service Mode Comparison Chart

Feature Standard Dedicated Service

Modules Supported

All • Recognition

• Scripted Export

• Correction

• Completion

• Verification.

• Recognition

• Scripted Export

ProcessingControl

Capture ADR ADR, Unattended processing, running as a Windows Service.

Polling Same as Capture Professional

The workstation in Dedi-cate mode emulates Capture polling to determine which batches are ready to process.

The workstation in Service mode emulates Capture polling to deter-mine which batches are ready to process.

Intermediate Data

ADR modules update the repository with field data at the end of processing for each batch and write batch results to the attributes section of page one of each document. In addition, ADR modules copy the field data and other processing related informa-tion to the shared network directory.

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Figure 14: Capture ADR in a distributed processing environment

In Figure 14:

• Station 1, running a Capture path, scans and assembles batches, saving the processed batch information to the repository.

• Station 2, running as a Service, detects that batches are ready for the Recognition phase. It processes the batches through Recognition saving the field names and values to the repository.

• Station 3, running a Capture path, detects that Recognition has completed processing and performs Correction/Completion and/or Verification on the batch, saving the updated data to the repository.

• Station 4, running a Capture path, executes the Index or Commit phase under FileNet Capture control. After commit, all the associated batch information is deleted from the repository.

RecognitionCorrection/Completion/

Service

Scanning/Assembly

Station 1 Station 2 Station 3

FileNet Repository

Shared Directory

Station 4

Verification

ADR ModulesDistributed Workstations

Temporary ADR working data

ADR field names and their values

Dedicated

Capture Path

Save/Stop Indexing

Save/Stop

Save/Stop

Capture ProfessionalCapture Professional

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Coordinating Communication in a Distributed Process-ing EnvironmentCapture ADR workstations running in a distributed processing environment require a repository and a working folder to communicate status and sequence work.

• FileNet repositories - Use Capture Manager to specify the location of the repository.

• Working folder - a network drive for sharing ADR-related information. Specify the location of this folder during installation. Also, see “Changing the Location of the Shared Directory” on page 215.

Intermediate data that are shared between ADR modules are stored in a working folder. All the workstations in the distributed network must have access to and point to the same directory. When you install Capture ADR, you specify the name of a working folder which is the same as the shared directory name. The directory name is written to the ADR.ini file which is installed on your workstation during the installation process. This file contains configuration information for the entire system, as well as module-specific information. It is independent of any specific batch and as such the Capture ADR modules will use these ADR.ini settings regardless of the particular batch being processed. For more information on the ADR.ini file, see the Capture ADR System Integration Guide.

Specifying the Location of the Shared DirectoryUse the UNC naming convention when specifying directory pathnames. For example:

\\CentralServer\CaptureADR\batches

Changing the Location of the Shared DirectoryTo change the location of the shared directory for a distributed processing system, change the workfolder parameter in the ADR.ini file on each workstation.

Example of Auto-indexing in Capture ADR

Indexes vs. FieldsIndexes allow documents to be easily located after committal. ADR generates field values which are stored as attributes during ADR processing. Later, during FileNet processing, those attributes can be indexed into the Capture system.

Note that all ADR-generated attributes are type string. To generate numeric or date type values, you can create a custom script in ADR, or create a Capture Component to convert the data.

To automatically index a document in Capture ADR, you must:

• Configure auto-indexing to map ADR field names to the corresponding index names that are defined in the settings collection.

• Run ADR to write the field names and their corresponding values to the FileNet repository.

• Run Capture Index to map the ADR field names to the Capture Index names and to auto-index each document.

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ADR-generated attributes have the following behavior: A field that is read into an array of values, such as MasterCard/Visa/Check, is translated into a separate field, so the original value is left as a ‘@’ on Completion. Other checkbox fields, such as “Mailings” or “Promotional Offers” are shown as ‘@’ after Correction, but become the number ‘1’ after Completion.

Configuring Auto-Indexing in Capture ADRAfter Recognition, the field attributes may look like the example in Figure 15:

Figure 15: Auto-index field attributes

To set up auto-indexing

1. Select the batch or settings collection which this document belongs to and click Tools-> Config-ure -> Index. The FileNet Capture Index Control Properties dialog box displays.

2. Select the Auto Index values option and click the Field tab.

3. Select a field and click Configure. The Field Properties dialog box appears. Click the Autoindex tab. Select ADR from the Source Group list. Select the ADR field name that will be mapped to the Capture index name from the Source Name list.

4. Click Append Autoindex String to define your selection as the first item in the Autoindex string field.

5. You can then select another value from the Source Name list. Click Append Autoindex String to define your next selection as the second item in the Autoindex string field.

6. Click OK. When ADR runs Recognition on this batch, the value corresponding to the field name you defined is extracted from each document and stored in the FileNet Capture repository with its index and the corresponding value attached. When the FileNet Capture Index function is run on the batch, the defined field is automatically populated by the Capture ADR-derived fields.

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Appendix J – Worksheets

The blank worksheets provided in this chapter are for your use. You can print them out and fill in the information for your site and configuration. The worksheets are generally presented in the order they appear in the book and in the order that they are needed during the procedures. Depending on how you plan to configure your site, you may need to complete several copies of a given worksheet.

Reviewing the worksheets before starting a configuration procedure can familiarize you with the information you will need.

Work Flow Analysis Worksheet


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Settings Collection Worksheet 1

Scanning a Sample Page for Index Values — DocProcessing


Repository Name

Create New Settings Collection / Edit Existing Settings Collection

Name of New Settings Collection / Name of Existing Settings Collection

Based on Existing Settings Collection

Document Class Name

Components to Configure

Sample Page



Repository Name


Enable Detection selected

Bar Code Type

Search Direction

Quality

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDETemplate Worksheet

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Template Worksheet

Assembly Worksheet

Index Name Display Order Worksheet


Repository Name

Create New Template / Edit Existing Template

Name of New Template / Name of Existing Template

Based on Existing Template


Default Settings Collection Name

Capture Path Name


Repository Name


Assembly Method

Pages per Document


Repository Name


Index Field Order

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDEIndex General Options and Display Preferences Worksheet

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Index General Options and Display Preferences Worksheet

General Index Field Worksheet


Repository Name


Field Initialization

Process Documents Using Initial Values Above (i.e., Without User Input)

Enable Browsing Of The Document In The Viewer

Display Preference Option


Repository Name


IS Index Field Type

Index Field Name

Display Name

Page

Show Page In Viewer

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDEInput Mask Worksheet

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Input Mask Worksheet

Automatic Index Worksheet


Repository Name


IS Index Field Type

Index Field Name

Default Field Value

Disable Manual Entry into this Field

Enable Length Validation

Input Mask Name

Input Mask


Repository Name


Index Field Type

Index Field Name

Page

Source Group

Source Name

Substring

Substring Length

Autoindex String

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDERange Validation Worksheet

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Range Validation Worksheet

Menu Validation Worksheet 1


Repository Name


Index Field Type

Index Field Name

Enable selected

Range Validation selected

Minimum Value

Maximum Value

Menu Validation

Menu Validation Values


Repository Name


Index Field Type

Index Field Name

Enable selected

Range Validation

Minimum Value

Maximum Value

Menu Validation selected

Menu Validation Values Fill in worksheet

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDEMenu Validation Worksheet 2

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Menu Validation Worksheet 2

Display Value Stored Value

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDECurrency Index Field Worksheet

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Currency Index Field Worksheet

Commit Worksheet


Repository Name


Index Field Name

Type

Display Name

Input Mask Name

Monetary Symbol

Thousands Delimiter

Separator Character

Leading Pad Character

Enable Leading Zero Before Separator

Enable Separator Line During Input

Sign Format — Positive Number

Sign Format — Negative Number

Max Digits — Before Separator

Max Digits — After Separator


Repository Name


Commit Options

Delay By (time in minutes)

Committal Type

Alternate Page Cache

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File Import Worksheet

Index Verify Worksheet


Repository Name


File Specification

Path

Index File Extension

Delete File After Importing

Polling Interval

Convert Multipage TIFF to Single Pages


Repository Name


Enable Browsing of Document in the Viewer

Index Field Order

Display Preference

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Property Worksheet — Attributes

Event Activator Worksheet

Group Name Value

Rule:


Repository

Settings Collection

Sample Page Name

Group

Name

Relationship

Value

Action

Separation Point

Delete Afterwards

Object

Name

Field

Name and Field String

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Repository Filter Worksheets

For Local, CS and CE Repositories:

For IS Repositories:


Repository Name

Property Operator Value And / Or


Repository Name

Sort By (IS repository only)


IBM FILENET CAPTURE ADMINISTRATOR’S GUIDEFax Entry Inbound Fax Worksheet

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Fax Entry Inbound Fax Worksheet

Fax Entry File Import Worksheet


Repository Name

Enable Inbound Fax Processing selected

Batch Folder

Batch Template

Batch Settings

Batch Prefix

Processing Options


Repository Name

Enable File Import Processing selected

Batch Folder

Batch Template

Batch Settings

Batch Prefix

Files/Request

Processing Options

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDEFax Entry Journal Log Worksheet

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Fax Entry Journal Log Worksheet

Fax Entry Backup Worksheet


Repository Name

Enable Journal Log Processing selected

Batch Folder

Batch Template

Batch Settings

Batch Prefix

Processing Interval

Lines/Page

Processing Options

Journal File — File Name

Journal File — Maximum Count


Repository Name

Processing Options: Backup / Save to Repository and Backup

selected

Backup Directory

Enable Automatic Backup Removal

Remove After n Days

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDEFax Entry System Configuration Worksheet

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Fax Entry System Configuration Worksheet

Fax Entry Activity Trace Worksheet


Repository Name

House Cleaning Interval n Minutes

Temporary Directory

Log Important Messages To

File

File Name

Windows Event Log

Idle Time

From hh:mm Of Current Day

To hh:mm Of Following Day


Repository Name

Trace Detail Level

Trace Window Max Entries

Write Entries To File

Trace File Name

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDEFax Entry Processing Options Worksheet

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Fax Entry Processing Options Worksheet

Capture Path Worksheet 1


Repository Name

Processing Type

Processing Destination

DocProcessing Before Event Activator

DocProcessing After Assembly

Batch Disposition

Processing Steps


Repository Name

Create a New Capture Path / Edit Existing Capture Path

Name of New Capture Path / Name of Existing Capture Path

Based on Existing Capture Path

Components to Include

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDECapture Path Worksheet 2

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Capture Path Worksheet 2

Order Component

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Glossary

ageable storageDocument storage that maintains contents by “age,” the length of time a document is kept. The IS page cache is ageable storage. The time a document can spend in the page cache is specified by the IS ad-ministrator. See also “page cache,” on page 240.

assemblyThe process of sorting, organizing, and grouping pages into folders, batches, and documents for sub-sequent indexing and committal. Pages can be scanned images, imported files, or inbound fax docu-ments. Successful assembly is a prerequisite for indexing. Assembly can be done manually by an assembly operator, or automated by configuring the assembly component and the event activator com-ponent.

attributeA unit of information that describes an object. In native Capture, object properties and object attributes are nearly synonymous. They are both used to describe a given object. For custom programmatic ef-forts in Capture however, there is a significant difference in how attributes or properties can be used. See also “property,” on page 241.

automatic indexingThe automatic addition of index values to the properties of a document. When indexing is automated, bar codes can contain values for scanned documents, and external index files can contain values for imported document. See also “index,” on page 238.

bar codeAn optical code containing information encoded in widths of printed bars and spaces. The computer in-terprets the bars and spaces as alphanumeric or numeric data.

In Capture, bar codes are used with automatic indexing to optically acquire such information as account number, or date received, used for indexing. See also “automatic indexing,” on page 233 and “index,” on page 238.

batchA set of one or more documents belonging to the same document class that are scanned, indexed, and committed together. A batch can be contained in a folder. The subordination is: Repository, Folder, Batch, Document, and Page. See also “folder,” on page 237.

batch cacheTemporary working storage where Capture processes batches. See “cache,” on page 234.

batch nameA string of characters (no spaces) identifying a batch in the Capture system.

batch totalsThe total values of certain index fields in a batch. Batch totals can be calculated to check that the ex-pected totals and actual totals match for the index fields in a batch. Batch totals are typically used for numeric or monetary fields. Expected totals are typed by the creator of the batch. Actual totals are en-tered by the index operator. This feature is configured by the Batch Totals definition on the IS.


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cacheA temporary storage location for documents on their way to and from permanent storage. Cache is mag-netic disk space. The IS administrator allocates portions of the cache storage to different cache types (referred to as logical caches). Capture does most of its processing in batch cache. Once a document is committed it moves to page cache. See, “batch cache,” on page 233 and “page cache,” on page 240.

Capture ManagerAn administrative application that configures and controls the collection of statistics, Capture’s connec-tion to repositories, Capture repository session names, the registered components on the workstation. This program is used when the Capture application is started to determine the components to load and the repositories sessions to begin.

capture path mapA graphical presentation of the sequence of steps in a capture process.

capture pathAn automated series of steps that is executed to move a batch through the selected Capture compo-nents.

capture path wizardAn automated process to select and connect the Capture components into a work flow. The capture path wizard creates the capture path, which is a VB script.

catalogingWriting index information to the index database during committal.

clientSoftware running on a station in the system that invokes a service. The service runs on a server, which can be on another station or on the same station as the client.

committalThe process of moving a document from batch cache to page cache and making the document available for retrieval. Committal is the stage at which scanned pages, imported files, or faxes become docu-ments. Committal is the last step in entering a document into the FileNet system. The index values are written to the index database and the storage media addresses to the permanent database.

componentA module, such as scan, index, verify, and so on, that performs a clearly defined operation leading to the completion of the overall job of document capture.

Capture application The image, file, and inbound fax acquisition tool of the FileNet system. The Capture application is an OLE container written in C++ incorporating several OLE controls. An OLE container can be written in a variety of programming languages, including C++ and Visual Basic.

data objectFolders, batches, documents, or pages.


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databaseA collection of logically related records or files. The FileNet IS system uses two types of databases: a third-party relational database management subsystem (RDBMS) for index data and multi-keyed file (MKF) databases for document addresses and work in progress. The Capture local repository is an ODBC database.

Database MaintenanceThe FileNet application used by the IS administrator to create and maintain indexes, among other server functions. Database Maintenance also provides reports on indexes, document classes, and me-dia families.

date fieldThe field type that stores date information only.

declareTerm used by the Records Manager product to describe the process of creating a new record and as-sociating it with some type of information (e.g., electronic document, email, external document, etc.).

dialog boxA popup window containing fields that require input from the user.

disposition scheduleControls the retention and disposal of records.

distributed processingA coordinated configuration of the Capture system on multiple workstations, each dedicated to a tar-geted business purpose.

document assemblySee “assembly,” on page 233.

dockableThe capability for windows and toolbars to be moved and placed in different locations within the appli-cation user interface using drag and drop techniques. The placement can persist over the course of a single session or over multiple sessions.

DocProcessingA component providing image enhancement, bar code and patch code recognition, and other features, for post-scan processing.

DocTypeFor IS only, the page type of a document. Values include IMAGE, FORM, TEXT, MIXED, or OTHER.

documentA set of image pages or other electronic files stored in a repository (library) and associated with a doc-ument ID and a set of properties. A document can be contained in a batch. The subordination is: Re-pository, Folder, Batch, Document, and Page. See also “batch,” on page 233.


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document classProfiles stored on IS servers that provide index fields, access rights, committal information, and optical disk families. The document class forms the foundation of the settings collection. See also “settings col-lection,” on page 243.

document IDA unique number assigned to a document; specifically a GUID on the local repository. See also “GUID,” on page 237.

document servicesFileNet IS software that stores and retrieves documents on the storage library.

domain nameThe second part of the NCH resource name. The domain name is the system name, which is deter-mined by you and set up by your FileNet support representative at FileNet system configuration. The NCH resource is in the format object:domain:organization. In the example Mary1:Taos:FileNet, the do-main name is Taos. See “NCH,” on page 239.

Event ActivatorA component used to read properties from objects and write properties to objects. Event activator is used before assembly processing. In event activator, one or more rules can be defined for the reading and writing of properties (attributes). One common use of event activator is to read a patch code prop-erty from a page object, and insert (write) to that page a start of document property. When the assembly component is run, assembly makes that page the start of a document.

event logsDaily logs containing error messages and entries for activities occurring in the system. Use the Task Manager to review event logs for FileNet software.

external itemAn object with properties that is not itself stored in the repository or storage library, typically a physical object such as a magnetic tape or a CD.

external index fileAn ASCII text file that provides the index information for an imported file. When the file is imported the values in the index file are added to the imported file’s object properties. The index file is not imported to the repository. The file being imported and the index file must have the same base name, only the extension is different, for example, img0003.tif and img0003.fna. FNA is a common index file extension.

File Import A Capture process used to bring various types of files into the FileNet system for processing and com-mittal. Like scan, file import is a way to initially acquire a file for processing with Capture.

File PlanA specific organization of records based upon a hierarchy of record categories and record folders. Often specified by industry and governmental specifications and company business/functional organizational units.

fieldIn windows and dialog boxes, fields are unprotected areas where you can enter data.


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filter (repository filter)A process to selectively retrieve a limited number of batches to an operator. The Repository filter selects batches from only one repository at a time. You specify the filtering rules for selecting batches by con-figuring several selection criteria in the Filter Options dialog box. See also “polling,” on page 240.

folderA container most often used to hold one or more related batches. The subordination is: Repository, Folder, Batch, Document, and Page.

folder nameAny valid Windows folder name is allowed. Capture folder names should not exceed the following max-imums:

• IS Repositories: 60 characters

• Local Repositories: 64 characters

• CS or CE Repositories: 64 characters

For any repository (library), a folder path and name cannot exceed 152 characters in all.

groupA group of one or more users. The system administrator creates user and group accounts. A user can belong to any number of groups. Membership in groups determines a user's access rights.

For IS users, a user's access rights determine what the user can do with folders, batches and docu-ments.

group property (attribute)The category to which a property (attribute) belongs. Typically, the group is the name of the component that owns the property, for example, ImageVerify or Index.

GUIDGlobally Unique Identifier. A GUID is a unique number used to identify classes and interface types ex-posed by each component.

ISFileNet IDM Image Services, a set of servers and services providing a single document image data-base. The database includes a single index database, a single document locator database, and a col-lection of document images on storage media.

imageOne side of a physical piece of paper.

image enhancementMethods of improving image appearance after scanning. Capture image enhancement features includ-ing image deskewing, black border removal, image despeckling, line and streak removal, and image deshading. These features provide cleaner images and help reduce file sizes.

Image Verification A process that displays captured images for evaluation. This is generally done before assembly, but may also be used to check assembled documents before they are committed. As an operator views the


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images they can manually reject images (such as blank pages or separator sheets) and mark unaccept-able images for later rescan.

importSee “File Import,” on page 236.

indexTo add values to the object properties of a document. These values are used to find and retrieve the document after it is committed. Examples of index values include: an account number, a person’s name, or a social security number. Index values are usually typed in manually by an index operator. Only a document belonging to a document class that has index fields can be indexed in Capture. See also “au-tomatic indexing,” on page 233.

index verificationA process to double-check selected index entries before a document is committed. The fields that are used for Index Verify are set up on the IS server at the same time that indexing for the document class is set up. Normally, index verification is done any time after a document has been indexed or autoin-dexed, but before it has been committed.

index databaseAn RDBMS database (Oracle or Microsoft SQL Server) that contains document and folder information.

indexingA step in the Capture processes. See “index,” on page 238.

input maskA template that displays elements such as dates and numbers in a particular format. For example, mm/dd/yyyy is a mask that tells the system to accept input of a date in the following format: 10/31/2000. Input masks are used with indexing to control the format of index values.

libraryAn IS, IDMDS or other integrated document management system.

List ViewAn OLE control used to display the contents of objects in the repository.

local repositoryA repository that is based upon an ODBC compliant database, which may reside on a local workstation.

locked objectsImages not yet written to storage media are “locked” in cache and cannot be deleted.

maskSee “input mask,” on page 238.

master documentSee “sample document,” on page 242.


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magnetic diskUsually an internal hard disk on your server system where the IS software, cache, databases, and so on are stored.

menu fieldA field containing a list of possible entries. A menu field is one of four data types that can be defined in Database Maintenance on the IS. It contains a list of valid string values for an index field and is represented in the Index component as a drop down list box.

migrationThe process of copying documents from page cache to a storage library, which is often an optical media server. Not all systems have a storage library.

MKFMulti-Keyed File databases that include the transient data-base, the permanent database, the NCH da-tabase, and the security database.

name property (attribute) The name of the property (attribute). An example name is Resolution or Image Height.

NCHThe network clearinghouse is an MKF database that keeps track of resources and their addresses. A resource (such as a user ID or a printer) is identified by a three-part name stored in the NCH database in the format object:domain:organization, for example, Mary1:Taos:FileNet. See also, “object name,” on page 239, “domain name,” on page 236, “organization name,” on page 239.

NILThe path that an operation takes in the event that the component consumes all of the incoming work and puts nothing out. This connector is only used for certain components. For example, the NIL path is used for assembly, which consumes page after page, sending nothing out until it has a complete batch. Used in the capture path wizard. See, “capture path wizard,” on page 234.

numeric fieldA field type that stores numbers or monetary amounts.

object nameThe first part of the FileNet system NCH resource name. Some objects have names predefined by the system. For example, DefaultIMS is the name used to access the index database. Your support repre-sentative configures names for your printers and tape drives. The NCH resource is in the format ob-ject:domain:organization. In the example Mary1:Taos:FileNet, the object is Mary1. See “NCH,” on page 239.

organization nameThe third part of the NCH resource name (the default name is FileNET or FileNet). Xerox Corporation registers and distributes organization names. The NCH resource is in the format object:domain:organi-zation. In the example Mary1:Taos:FileNet, the organization is FileNet. See “NCH,” on page 239.


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ODBC Open Data Base Connectivity. A Microsoft standard for interfacing to a variety of database products. Capture uses the ODBC interface in two areas: as a storage model for the local repository when pro-cessing off-line and, for the metrics/statistics database.

OSARAcronym for FileNet proprietary Optical Storage and Retrieval unit. See also “storage library server,” on page 243.

pageA file containing the image of a single side of a scanned paper page. In file import, a single file containing all the pages in the electronic document. In fax documents, each file typically contains a single fax page. The page object contains the properties of the file. The subordination is: Repository, Folder, Batch, Doc-ument, and Page.

page cacheAgeable storage where the IS system stores committed documents. IDM Desktop retrieves documents from page cache for viewing and processing. Page cache can act as permanent storage when you do not use optical storage media.

passwordA combination of characters known only to a user and entered along with a user ID to gain access to the FileNet system. IS passwords can range in length from 6 to 16 characters, but only the first eight characters are checked. Your IS administrator can assign a password of eight characters maximum for logging on to an IS repository. In addition, all passwords are case-sensitive. If you do not have a pass-word, leave the password field blank.

patch codeA simple pattern of four horizontal bars that can be applied to a page and detected by the Capture soft-ware. Patch codes can be placed on a document as a sticker, or they can be pre-printed on documents or separate sheets. Unlike bar codes, patch codes do not contain encoded information.

In Capture, patch codes are most often used to trigger the separation of pages into folders, batches, and documents. For example, you might configure the Capture software to mark a page containing a PATCH1 as Start of Batch, and a page containing PATCH2 as Start of Document. See also “bar code,” on page 233 and “Event Activator,” on page 236.

permanent databaseA database that stores the media location of each document entered into the system and contains ta-bles for media surfaces, media families, and notes. See “database,” on page 235.

phaseA name for a batch processing step. A processing phase may in turn use one or more Capture compo-nents on a single workstation.

pollingA method to selectively retrieve a limited number of batches for automated processing. Polling filters batches from multiple repositories, checks for new batches at a specified interval, and automatically starts capture paths. You specify the filtering rules for selecting batches by configuring several selection criteria in the Filter Options dialog box.


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property database/repositoryStorage location for document and folder properties.

propertyA unit of information pertaining to an object.

In native Capture, object properties and object attributes are nearly synonymous. They are both used to describe a given object. For custom programmatic efforts in Capture however, there is a significant difference in how attributes or properties can be used.

Properties usually convey parameters that a component uses to specify how a unit of work will be pro-cessed. Most Properties can be examined and changed by pulling up the property sheet of the compo-nent.

Some attributes are component processing parameters and will be loaded into the properties of a com-ponent. Other attributes are used to convey information about an object, such as “this is the start of the batch.” Attributes can also be used to dynamically attach to the object additional information derived from the Capture process, for example, bar code or patch code information.

See also “attribute,” on page 233.

RDBMSRelational DataBase Management System. The RDBMS manages the index database and queue da-tabase. See also “database,” on page 235.

Records Manager (RM)The P8 Records Manager add-on product.

Record ActivatorA step in the Capture process. See “Record Activator” on page 88.

record categoryA container within a file plan that can contain records, sub-record categories or child record folders. A record category cannot contain both a sub category and a sub folder.

record classThe classification of a Records Manager record object. Analogous to a document class for document objects. Examples include “Electronic Record” and “Marker Record”.

record classificationThe full path of a record’s storage location within the Records Manager organization hierarchy. It can include file plan, record category and record folder where applicable. A record can exists in more than one record classification.

record folderA container within a file plan that can contain records. A record folder cannot contain either a sub record category nor a sub record folder.

record profileDefines the complete set of characteristics needed to declare a specific record. These characteristics include record class, (optional) record type and record classification(s).


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record typeAssigning a record type to a record assigns a disposition schedule to the record. This overrides any dis-position schedule that the record inherited from its containing parent.

repositoryA permanent storage location. The subordination shown in the Tree View is: Repository, Folder, Batch, Document, and Page.

repository filterA process to selectively retrieve a limited number of batches to an operator. The Repository filter selects batches from only one repository at a time. You specify the filtering rules for selecting batches by con-figuring several selection criteria in the Filter Options dialog box. See also “polling,” on page 240.

repository objectAny item contained within a repository used by Capture. For example, folder, batch, document, page, template, capture path, or settings. Repository object is often more informally called an object.

repository sessionAn alias for a repository name. Using a repository session name that is different from the repository name gives greater flexibility in organizing the Capture system. The repository session name is often used to identify the location of the BES, for example, Los_Angeles. Use Capture Manager to add, change, and remove session names.

routing agentA program which accepts a capture path and executes it. The routing agent, an OLE control, provides the functionality of accessing repository objects and feeding the objects to the program, and updating the contents of repository objects upon completion of the components processes. The program is a Mi-crosoft Visual Basic for Applications (VBA) engine.

RPCRemote procedure call, a process on one computer to make a request for service on another computer. RPC is the standard throughout the FileNet software for interstation communication.

sample documentOne or more files stored under a settings collection in the Config folder that is used as a basis for de-termining the settings for individual components. For example, identifying a bar code or a patch code.

save continueThis function is used when the component is required to continue processing after completion of a batch. Normally, the component stops after completion of a batch. For example, a capture path includ-ing scanning and save continue would never terminate. Batches are continuously passed back to the repository so other workstations can retrieve work. Save continue is typically used when processing a seed batch that creates new batches. The save continue function makes the new batches available for other workstations while you continue to work on the seed batch. Save continue is used in the capture path wizard.

save stopThis function is used when a capture path is not completed on a single workstation. Save stop is used to move the batch back to the repository so other workstations can retrieve the work. Save stop is used in the capture path wizard.


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servicesIS server software components.

settings collectionA group of Capture component configurations tied together by a document class. Different settings col-lections with different component settings can be created.

settings wizardAn automated process that steps the user through creating or editing a group of settings called a set-tings collection.

settingsAdjustments to a Capture component, for example, scan resolution, and image enhancement value.

storage libraryThe location where documents are permanently stored. The storage library is often a storage media jukebox, a unit that has a number of slots for containing storage media and a robotic arm that moves the media between slots, drives, and the input/output slot. Not all systems have a storage library.

storage library serverIn a system with two IS servers, the server that manages the storage libraries and includes cache stor-age as well as the related databases. A storage library server is sometimes referred to as an OSAR server. A system can have multiple storage library servers, each of which can manage up to eight librar-ies. In a system with multiple storage library servers, one serves as the document locator server that keeps track of the contents of all storage libraries.

string fieldField type that stores identifying names, or numbers or number and letter sequences. String values also store any index entries that do not fit into any other category.

Task ManagerAn application that provides a graphical user interface for controlling and monitoring the FileNet soft-ware and other software.

templateAn object that associates one or more settings collections and a capture path to be used for processing a given type of document. Note that the provision of multiple settings collections allows for the use of multiple document classes with a template.

template wizardAn automated process that steps the user through creating or editing a template.

treeAn OLE control used to display objects and their relationships in the repository.

user nameUser identification to the FileNet system. An IS user name can contain a maximum of 19 characters. This name is assigned by the IS administrator, the person who controls access rights to the FileNet li-brary. The IS user name is case sensitive. The Windows user name is used for some types of process-ing in Capture.


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valueThe actual value of the property identified by the group property and name property. For example, the value might be 200 for Group=Scan and Name=Resolution.

WorkSpace ViewAn OLE component server that displays selected objects contained within the repository.

INSTALLATION AND UPGRADE GUIDENotices

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Notices

This information was developed for products and services offered in the U.S.A.

IBM may not offer the products, services, or features discussed in this document in other coun-tries. Consult your local IBM representative for information on the products and services currently available in your area. Any reference to an IBM product, program, or service is not intended to state or imply that only that IBM product, program, or service may be used. Any functionally equivalent product, program, or service that does not infringe any IBM intellectual property right may be used instead. However, it is the user’s responsibility to evaluate and verify the operation of any non-IBM product, program, or service.

IBM may have patents or pending patent applications covering subject matter described in this document. The furnishing of this document does not grant you any license to these patents. You can send license inquiries, in writing, to:

IBM Director of LicensingIBM CorporationNorth Castle Drive Armonk, NY 10504-1785U.S.A.

For license inquiries regarding double-byte (DBCS) information, contact the IBM Intellectual Property Department in your country or send inquiries, in writing, to:

IBM World Trade Asia CorporationLicensing2-31 Roppongi 3-chome, Minato-kuTokyo 106-0032, Japan

The following paragraph does not apply to the United Kingdom or any other country where such provisions are inconsistent with local law: INTERNATIONAL BUSINESS MACHINES CORPORATION PROVIDES THIS PUBLICATION “AS IS” WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF NON-INFRINGEMENT, MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Some states do not allow disclaimer of express or implied warranties in certain transactions, therefore, this statement may not apply to you.

This information could include technical inaccuracies or typographical errors. Changes are peri-odically made to the information herein; these changes will be incorporated in new editions of the publication. IBM may make improvements and/or changes in the product(s) and/or the pro-gram(s) described in this publication at any time without notice.

Any references in this information to non-IBM Web sites are provided for convenience only and do not in any manner serve as an endorsement of those Web sites. The materials at those Web sites are not part of the materials for this IBM product and use of those Web sites is at your own risk.


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IBM may use or distribute any of the information you supply in any way it believes appropriate without incurring any obligation to you.

Licensees of this program who wish to have information about it for the purpose of enabling: (i) the exchange of information between independently created programs and other programs (including this one) and (ii) the mutual use of the information which has been exchanged, should contact:

IBM CorporationJ46A/G4555 Bailey AvenueSan Jose, CA 95141-1003U.S.A.

Such information may be available, subject to appropriate terms and conditions, including in some cases, payment of a fee.

The licensed program described in this document and all licensed material available for it are pro-vided by IBM under terms of the IBM Customer Agreement, IBM International Program License Agreement or any equivalent agreement between us.

Any performance data contained herein was determined in a controlled environment. Therefore, the results obtained in other operating environments may vary significantly. Some measurements may have been made on development-level systems and there is no guarantee that these mea-surements will be the same on generally available systems. Furthermore, some measurements may have been estimated through extrapolation. Actual results may vary. Users of this document should verify the applicable data for their specific environment.

Information concerning non-IBM products was obtained from the suppliers of those products, their published announcements or other publicly available sources. IBM has not tested those products and cannot confirm the accuracy of performance, compatibility or any other claims related to non-IBM products. Questions on the capabilities of non-IBM products should be addressed to the suppliers of those products.

All statements regarding IBM’s future direction or intent are subject to change or withdrawal without notice, and represent goals and objectives only.

This information contains examples of data and reports used in daily business operations. To illustrate them as completely as possible, the examples include the names of individuals, compa-nies, brands, and products. All of these names are fictitious and any similarity to the names and addresses used by an actual business enterprise is entirely coincidental.

COPYRIGHT LICENSE

This information contains sample application programs in source language, which illustrate pro-gramming techniques on various operating platforms. You may copy, modify, and distribute these sample programs in any form without payment to IBM, for the purposes of developing, using, marketing or distributing application programs conforming to the application programming inter-


247

face for the operating platform for which the sample programs are written. These examples have not been thoroughly tested under all conditions. IBM, therefore, cannot guarantee or imply reli-ability, serviceability, or function of these programs.

The Oracle Outside In Technology included herein is subject to a restricted use license and can only be used in conjunction with this application.

Copyright ©1991-2006 Stellent, Inc. All rights reserved.

This software is based in part on the work of the Independent JPEG Group.

Portions of this product Copyright © 2010 EMC Corporation. All Rights Reserved.

Portions of this product Copyright © 1993-2007 Kofax Image Products.

Portions of this product Copyright © 2003-2006 Business Objects

Portions of this product Copyright © 1995, 2010 Nuance Communications Inc.

TrademarksIBM, the IBM logo, and FileNet, are trademarks of the International Business Machines Corpora-tion, registered in many jurisdictions worldwide.

Microsoft, Windows, Windows NT, and the Windows logo are trademarks of Microsoft Corpora-tion in the United States, other countries, or both.

UNIX is a registered trademark of The Open Group in the United States and other countries.

Other company, product, and service names may be trademarks or service marks of others.

Nuance, the Nuance Logo, and OmniPage are trademarks or registered trademarks of Nuance Communications Inc. in the United States and other countries.

U.S. Patents DisclosureThis product incorporates technology covered by one or more of the following patents: U.S. Patent Numbers: 6,094,505; 5,768,416; 5,625,465; 5,369,508; 5,258,855.

IBM FILENET CAPTURE ADMINISTRATOR’S GUIDEIndex

248

A

About this Manual 16account expired, troubleshooting 116accuracy of bar code reading, improve 120ad hoc troubleshooting 112ADR guidelines 212Alternate Page Cache field, commit 57analyze scanning requirements 22analyze work flow 22And option, filtering options 83append / execute, security 96assembly 53

in Capture work flow 53override document class values 28, 31, 55reassembly 55separator use in 54specified page count with verification 54variable page count 53

assembly and image verify station 44assiging inbound faxes to document classes 169auto-indexing (ADR) 215autoindexing fax entry journals 165automatic indexing 133

Bbackup 94

Config folder (remote BES) 94bar code 72, 122

Bar Code Types 122dates 73fax machines 124improving reading accuracy 120long pages 72Maximum bar codes per line 122Maximum bar codes per page 122

Bar Code Types 122bar codes 119bar codes and fax machines 124batch

delete when filtering 77fails to commit, troubleshooting 114locked, override privileges 100rename when filtering 77

batch totals 61define expected totals after batch creation 61overview 61use scenarios 61

bes_clean 94buttons do not appear, troubleshooting 112

Ccannot perform ad hoc functions 112cannot run a process 109capture manager 93

overview 93capture path

and distributed processing 38components used in 35does not run, troubleshooting 112rules 38sample capture paths 37samples 37save/continue 86save/stop 86troubleshooting 112work flow example 1 37work flow example 2 38work flow examples 37

commit 57alternate page cache 57component options 57override document class values 28, 31troubleshooting 114

commit error handling and checking 58component options

commit 57index 56

componentsof capture 18, 25settings collection 32used in capture paths 35

Config folder 94configure

index and document class for batch totals on ISServer 61

conventionsnaming 23

coordinate configuration with system administrator21Create Time 157

Ddate

in bar codes 73delete batch when filtering 77delete buffered pages when performing abort 51display rotation

of patch codes 69distributed processing 84

Index


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and repositories 85capture path 85designing a capture path 38filtering options 84

determining the next phase 85other filtering options 85overview 84planning the work flow 86routing options 84save/continue 86save/stop 86using the Capture routing agent 84

docprocessingdoes not run, troubleshooting 113functions have no effect, troubleshooting 113performance 104troubleshooting 113

document classand settings collections 31override values 28, 31override values for assembly 55report 26reports 25reports, obtaining 27security changed 101

documentationImage Services 16printer 17related 16Windows 2000 17

documents, master 33

EEach Document Contains a Variable Number ofPages option, assembly 53error handling and checking during commit 58event activator 64

in Capture work flow 64rule examples 65

execute, security 96expiration of password 101

Ffax entry 91

activity trace 91file import 91inbound fax 91journal log 91journal window 92overview 91

Fax Machinesusing bar codes 124

filter bycompared to polling 74

filtering options 74all queues 79and / or 80and / or options 83capture path 77committed queue 79create date values 82creator values 82current and next phase values 81deleting batches 77document class values 81filter by 74filter by and polling compared 74filter by and polling together 76filtering for filter by 75filtering for polling 76for multiple repositories 76in progress queue 79max objects returned values 82name values 81next phase in distributed processing 85none, queue 79OCR queue 79operator 80operator option 81other options in distributed processing 85overview 74polling 74polling and filter by compared 74polling and filter by together 76processing phases 77property 79property option 80queue values 82renaming batches 77routing agent 77rules 79server queues 78sort by 80, 82status values 81storage of rules 77to improve performance 104uncommitted queue 79use in distributed processing 84value 80value option 81

fixes and performance 104

Hhardware and performance 105


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Hardware Compatibility List 17

Iimage enhancement 62Image Services documentation 16image verify

troubleshooting 111image verify and assembly station 44image verify buttons disappear, troubleshooting111improve bar code reading accuracy 120inbound faxes and document classes 169index 56

batch totals, define expected totals after batchcreation 61component options 56configure index and document class for batchtotals on IS Server 61troubleshooting 111

index fields disappear, troubleshooting 111index values not available, troubleshooting 111index verify

general options 59troubleshooting 111

index verify fields disappear, troubleshooting 111index-only station 46IS

document class security changed 101performance tuning 104

IS security profile changed 101

Jjournal window 92

Llatest fixes and performance 104light-colored paper, use of for separator sheets 70Local RIL.mdb 95locked batch override privileges 100logon

troubleshooting 115long pages

bar codes 72errors when scanning 110patch codes 71scanning 51

Mmaintenance 94master documents 33Maximum bar codes per line 122Maximum bar codes per page 122

Microsoft documentation 16

Nnaming conventions 23next phase, determining 85no rotation of patch code 68NTFS Sweep 206numbers, sequential numbers on separator sheet70

Oobject errors, troubleshooting 108objects have no object properties, troubleshooting108obtaining document class reports 27Operator option, filtering options 81Or option, filtering options 83override

document class values 28, 31locked batch 100

overviewbatch totals 61Capture 18, 25capture manager 93distributed processing 84fax entry 91filtering options 74performance 104scan 50

Ppage size setting has no effect 110page, sample 33password, expiration 101pastel paper, use of for separator sheets 70patch code 71

display rotation 69DocProcessing rotation 69edge-to-edge 70full width 70general characteristics 67long pages 71no rotation 68placement of 69post scan rotation 69printed on top and bottom 70reproducing patch codes 71rotation 68scan time rotation 69specifications 117text on separator sheets 70use of light colored stock for separator sheets


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70use of longer paper for separator sheets 70

patch codes 67performance 104

application usage 104filtering 104fixes 104hardware guidelines 105IS server 104overview 104refreshes 104

physical batching, using longer paper for separatorsheets 70placement of patch codes 69planning

analyze scanning requirements 22analyze work flow 22configure components 24coordinate with system administrator 21create settings collection 24create templates 24design capture paths 24design distributed processing 24design settings collections 23design templates 23test automation 24test settings collections 24

pollingcompared to filter by 74

printer documentation 16, 17processing phases and filtering options 77Property option, filtering options 80

Qqueues and filtering 78

Rread, security 96reassembly 55record activator

interface to FileNet P8 88record class 89record classification 89record profile

creating 89record type 89refresh and performance 104related documents 16rename batch when filtering 77report

document class 26user indexes 26

reports, document class 25repositories

and distributed processing 85reproducing patch codes 71retain buffered pages when performing abort 51reuse of batch separator sheets, tip 70roles of security group members, typical 100rotation of patch codes 68routing agent

using 84routing, distributed processing 84rules in capture paths 38run a process, cannot 109

Ssample capture paths 37sample documents 33sample pages 33

settings collection 33save/continue 86Save/Stop 86scan 50

delete buffered images when performing abort51long pages 51overview 50retain buffered pages when performing abort 51troubleshooting 110

scan and verify station, user interface 42scan-only station 40Search Direction 122security 96

append / execute 96changes to IS document security 101changes to IS profile 101objects, permissions, groups table 98override privileges 100password expiration 101read 96roles of group members, typical 100write 96

separator sheetsidentifying text printed on 70print patch codes on top and bottom 70use of light colored stock for 70use of longer paper for 70use of sequential numbers on 70

separators in assembly 54settings collection 31

and document classes 31component list 32components 32


252

design, planning 23index options from document class 28test, planning 24

Sort By option, filtering options 82specifications of patch codes 117specified page count assembly with verification 54specify next phase 85

Ttemplate

design, planning 23properties show unexpected values, trouble-shooting 112troubleshooting 112

the account has expired and is no longer valid, trou-bleshooting 116thumbnails and performance 104toolbars do not appear, troubleshooting 112tree view

performance 104troubleshooting 107, 108

ad hoc functions 112batch fails to commit 114buttons do not appear 112cannot perform ad hoc functions 112cannot run a process 109capture path 112capture path does not run 112commit 114docprocessing 113docprocessing does not run 113docprocessing functions have no effect 113errors scanning long pages 110image verify 111image verify buttons disappear 111index 111index fields disappear 111index values not available 111index verify 111index verify fields disappear 111logon 115long pages won’t scan 110object errors 108objects in batch contain no object properties108page size setting has no effect 110scan 110template properties show unexpected values112templates 112the account has expired and is no longer valid116

toolbars do not appear 112user interface 112your password expires on server at date & time115

tuning, performance 104TWAIN devices 129types

patch codes 71

Uuse scenarios, batch totals 61user indexes report 26user interface 40

image verify and assembly station 44index-only station 46scan and verify station 42scan-only station 40troubleshooting 112

user security profile changed 101

VValue option, filtering options 81variable page count assembly 53verify and scan station, user interface 42Verify Document Contains the Expected Number ofPages option, assembly 54

WWho Should Read This Manual 16Windows 2000

documentation 17Hardware Compatibility List 17

work flowassembly 53

work flow examples, capture path 37work flow, analyze 22work flow, planning in distributed processing 86worksheets 119, 165, 206, 212, 217write, security 96

Yyour password expires on server at date & time,troubleshooting 115

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Program Number: 5724-R77

Printed in USA

SC19-3119-00