WebDocs iSeries Batch Import - HelpSystemssupport.rjssoftware.com/.../WebDocs_iSeries_Batch_Import_1_1_0_1_0.pdfWebDocs iSeries Batch Import is a utility that imports documents and

User Guide

WebDocs iSeries Batch Import

© 2013 RJS Software Systems

Document Version 1.1.0.1

RJS Software Systems 2970 Judicial Road, Suite 100

Burnsville, MN 55337

Phone: 952-736-5800 Fax: 952-736-5801

Sales email: [email protected]

Support email: [email protected] Website: http://www.rjssoftware.com

© 2013 RJS Software Systems

This guide is protected under copyright law, furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by RJS Software Systems. RJS Software Systems assumes no responsibility or liability for any errors or inaccuracies that may appear in the informational content contained in this guide.

This guide is licensed for use under the terms of the Creative Commons Attribution Non-Commercial 3.0 License. This license allows users to copy, distribute, and transmit the guide for noncommercial purposes only so long as (1) proper attribution to RJS Software is given as the owner of the guide; and (2) any reuse or distribution of the guide contains a notice that use of the guide is governed by these terms. The best way to provide notice is to include the following link. To view a copy of this license, visit http://creativecommons.org/licenses/by-nc/3.0/us/.

Products that are referred to in this document may be either trademarks and/or registered trademarks of the respective owners. The publisher and the author make no claim to these trademarks.

Printed: September 2013

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Table of Contents Preface.................................................................................................................................................... 1

What Is in This Guide ........................................................................................................................... 1

About RJS Software Systems............................................................................................................... 1

What Is Not in This Guide .................................................................................................................... 2

Document Conventions and Symbols ................................................................................................... 2

Contacting RJS Software Systems ....................................................................................................... 3

Introducing WebDocs iSeries Batch Import .............................................................................................. 5

About WebDocs iSeries Batch Import ................................................................................................... 5

Licensing Information ........................................................................................................................... 5

Prerequisites ........................................................................................................................................ 5

Installing and Licensing WebDocs iSeries Batch Import ........................................................................ 5

Opening WebDocs iSeries Batch Import ............................................................................................... 5

Touring WebDocs iSeries Batch Import ................................................................................................ 6

Configuring WebDocs iSeries Batch Import.............................................................................................. 9

Defining the General Settings ............................................................................................................... 9

Defining the WebDocs for iSeries Settings ......................................................................................... 18

Defining the Enterprise Workflow Settings .......................................................................................... 20

Defining the Error Handling Settings ................................................................................................... 22

Importing Documents to WebDocs - iSeries Edition ............................................................................... 27

Setting Up the Monitor List ................................................................................................................. 27

Setting Up the Import Settings ............................................................................................................ 32

Starting and Stopping the Import Processing ...................................................................................... 53

Appendices ........................................................................................................................................... 55

Appendix A: Working with the Log ...................................................................................................... 55

Appendix B: The RDX File.................................................................................................................. 56

Index ..................................................................................................................................................... 59

1

Preface

Welcome to the Batch Import Utility for WebDocs iSeries User Guide. This guide is document version 1.1.0.1. For more information on document version, see Document Conventions and Symbols below.

What Is in This Guide

About RJS Software Systems

What Is Not in This Guide

Document Conventions and Symbols

Contacting RJS Software Systems

What Is in This Guide

This user guide provides detailed information on how to install, configure, administer, and use WebDocs iSeries Batch Import.

Here is what this guide includes:

Section 1 Preface describes this user guide, how to find the information you need, and how to contact RJS Software Systems.

Section 2 Introducing WebDocs iSeries Batch Import highlights WebDocs iSeries Batch Import features, gives licensing and installation information, describes how to open WebDocs iSeries Batch Import, and shows you how to navigate its interface.

Section 3 Configuring WebDocs iSeries Batch Import guides you in defining the configuration settings.

Section 4 Importing Documents to WebDocs - iSeries Edition explains the steps required to set up the Monitor List and the Import Settings and to start and stop import processing.

Appendix A Working with the Log provides information on WebDocs iSeries Batch Import's event and error log.

Appendix B The RDX File explains the RDX file that you can use to simplify import processing.

About RJS Software Systems

RJS Software Systems helps companies go paperless by automating business processes and digitally managing the entire lifecycle of their business information. We provide solutions that help you capture, manage, distribute, and route documents digitally, and we provide you with the tools you need to keep that information safe and secure. Learn more about RJS Software Systems at http://www.rjssoftware.com.

Copyright

This guide is protected under copyright law, furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by RJS Software Systems. RJS Software

http://www.rjssoftware.com/


2

Systems assumes no responsibility or liability for any errors or inaccuracies that may appear in the informational content contained in this guide.

This guide is licensed for use under the terms of the Creative Commons Attribution Non-Commercial 3.0 License. This license allows users to copy, distribute, and transmit the guide for noncommercial purposes only so long as (1) proper attribution to RJS Software Systems is given as the owner of the guide; and (2) any reuse or distribution of the guide contains a notice that use of the guide is governed by these terms. The best way to provide notice is to include the following link. To view a copy of this license, see http://creativecommons.org/licenses/by-nc/3.0/us/.

What Is Not in This Guide

This user guide does not describe the following:

Configuration or use of individual document-input equipment (for example, a scanner). Refer to the manufacturer instructions for help.

Use of any operating system or file manager.

Use or administration of Microsoft Access 97.

Use or administration of WebDocs - iSeries Edition. For information on WebDocs - iSeries Edition, see http://support.rjssoftware.com/product/webdocs-iseries#documentation.

Use or administration of Enterprise Workflow. For information on Enterprise Workflow, see http://support.rjssoftware.com/product/enterprise-workflow#documentation.

Document Conventions and Symbols

In step-by-step procedures the following are in bold type: buttons, icons, tabs, or words that you click and keys that you press.

In step-by-step procedures a selection in a drop-down list that you should choose is in bold type, but when you have more than one equally valid selection in a drop-down list, those selections are in italic type.

In step-by-step procedures words, letters, numerals, or symbols that you type into a text box or field are in both bold and italic type.

All references to the International Business Machines Corporation (IBM) operating system known variously as AS/400, iSeries, i5, System i, or IBM i default to the term IBM i except when in reference to the RJS Software Systems products, WebDocs iSeries Batch Import and WebDocs - iSeries Edition.

The term PC refers to computers that run Microsoft Windows operating system.

The document version, shown on the first page of this guide, denotes both the WebDocs iSeries Batch Import software version this guide represents and document draft for the release. Document version is in the format of X.Y.ZZ.N, where X.Y.ZZ represents the WebDocs iSeries Batch Import software version and N represents the document draft number.

http://creativecommons.org/licenses/by-nc/3.0/us/

http://support.rjssoftware.com/product/webdocs-iseries#documentation

http://support.rjssoftware.com/product/enterprise-workflow#documentation

http://support.rjssoftware.com/product/enterprise-workflow#documentation

Preface

3

For example: If the document version is noted as 1.0.64.1, then the information in this guide is current as of WebDocs iSeries Batch Import version 1.0.64 and is the first release of the guide for that version.

Typically with WebDocs iSeries Batch Import, as with most software applications, there are several ways to accomplish the same thing. This guide shows one simple way to perform an action, usually by clicking.

RJS Software Systems is referred to as RJS Software in every section of this guide except the preface and the index.

Contacting RJS Software Systems

Please do the following before contacting RJS Software Systems for technical support:

Gather and organize as much information as possible about the problem.

If you have not already done so, check this guide's table of contents and index for information that addresses your concern.

Telephone

(available business days from 8:00 a.m. to 5:00 p.m. Central Time)

Email Website

Sales/Technical Support: 888-757-7638

General: 952-736-5800

Fax: 952-736-5801

Technical Support: [email protected]

Company: http://www.rjssoftware.com

Technical Support: http://support.rjssoftware.com

mailto:[email protected]

http://www.rjssoftware.com/

http://support.rjssoftware.com/

5

Introducing WebDocs iSeries Batch Import

This section gives a summary of WebDocs iSeries Batch Import.

About WebDocs iSeries Batch Import

Installing and Licensing WebDocs iSeries Batch Import

Opening WebDocs iSeries Batch Import

Navigating the Interface

About WebDocs iSeries Batch Import

WebDocs iSeries Batch Import is a utility that imports documents and images to WebDocs - iSeries Edition in batch mode.

Licensing Information

WebDocs iSeries Batch Import is licensed on a per server basis.

Prerequisites

The system minimum requirements for each workstation or server that will be used for import processing are:

Windows 2000, Windows XP, or Windows Vista.

1 GHz processor.

1 GB memory.

Note: Because WebDocs iSeries Batch Import is image-processing software, it will perform better and faster if the workstation or server has a higher processing speed and more memory.

Installing and Licensing WebDocs iSeries Batch Import

For installation instructions, see http://support.rjssoftware.com/product/batch-import-utility-webdocs-iseries#t7_install-upgrade.

For licensing instructions, see: http://support.rjssoftware.com/product/batch-import-utility-webdocs-iseries#license-information.

Opening WebDocs iSeries Batch Import

To open WebDocs iSeries Batch Import, click Start > All Programs > RJS Software > WebDocs iSeries Batch Import Utility > WebDocs iSeries Batch Import.

WebDocs iSeries Batch Import displays.

http://support.rjssoftware.com/product/batch-import-utility-webdocs-iseries#t7_install-upgrade

http://support.rjssoftware.com/product/batch-import-utility-webdocs-iseries#t7_install-upgrade

http://support.rjssoftware.com/product/batch-import-utility-webdocs-iseries#license-information

http://support.rjssoftware.com/product/batch-import-utility-webdocs-iseries#license-information


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Touring WebDocs iSeries Batch Import

WebDocs iSeries Batch Import is divided into four menus and three buttons.

The four menus in WebDocs iSeries Batch Import are:

For information on the File menu, see Defining the General Settings, Defining the WebDocs for iSeries Settings, Defining the Enterprise Workflow Settings, Defining the Error Handling Settings.

For information on the Table Entry menu, see Setting Up the Monitor List and Setting Up the Import Settings.

For information on the Log menu, see Appendix A: Working with the Log.

For help, click the Help menu.

The three buttons in WebDocs iSeries Batch Import are:

Introducing WebDocs iSeries Batch Import

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For information on the buttons, see Starting and Stopping the Import Processing.

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Configuring WebDocs iSeries Batch Import

This section describes in detail how to define WebDocs iSeries Batch Import's configuration settings. Configuring WebDocs iSeries Batch Import is divided into the following topics:

Defining the General Settings

Defining the WebDocs for iSeries Settings

Defining the Enterprise Workflow Settings

Defining the Error Handling Settings

Defining the General Settings

To get to the General settings, click the General tab on the Settings page in the File menu.

The General settings tab holds the majority of the configuration settings in WebDocs iSeries Batch Import.

To define the General settings, use the descriptions of the settings listed below in one of the General settings areas.

The General Settings Areas

The image below shows the General settings divided into four areas. To find a definition for a setting, find which area it is in, then click the link to that area.


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General Settings Area 1






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Setting Description

Settings Database

The path to the Microsoft Access 97 database that holds both the Monitor List table and the Import Settings table. The default setting is C:\Program Files\RJS Software\WebDocs iSeries Batch Import Utility\RJSDOCIM.MDB.

Log File Name

The path to the WebDocs iSeries Batch Import event log. The event log records all processing and errors. The default setting is C:\Program Files\RJS Software\WebDocs iSeries Batch Import Utility\RJSDOCIM.LOG.

Temp OCR Directory

The path to the file that temporarily stores data if you apply full-text optical character recognition (OCR) to your documents. WebDocs iSeries Batch Import then imports the data from that temporary fie to WebDocs - iSeries Edition for full-text indexing.

Note: To apply full-text OCR to documents, you must also set Full Text OCR Mask and you must select the OCR Documents field in Import Settings.

File Prefix Delimiter

The character that delimits the file name of a report and the file-name prefix. While you do not have to use a delimiter, RJS Software recommends that you use one. The default setting is an underscore (_).


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Setting Description

Single Quote Replace

The character that replaces a single quote (') in a file name.


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Setting Description

Polling Interval (Minutes)

The number of minutes between import-processing cycles. An import-processing cycle is one occurrence of import processing.

For example: An entry of 10 means that at the end of an import-processing cycle, WebDocs iSeries Batch Import idles for 10 minutes before starting another import-processing cycle.

TIFF XRes Filter

The horizontal dots-per-inch (DPI) setting of the resolution of TIFF images that you import to WebDocs - iSeries Edition. You should define TIFF YRes Filter with the same number as this setting.

For example: If you want to import TIFF images with a 300 DPI resolution, enter 300 both in this setting and TIFF YRes Filter.

Note: If you do not want to change the resolution of TIFF images that you are importing, enter 0 both in this setting and TIFF YRes Filter.

Maximum Log File Size

The size (in number of bytes) of the log file. If the log file reaches the size defined in this setting, the file is deleted and a new file is started.


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Setting Description

TIFF YRes Filter

The vertical DPI setting of the resolution of TIFF images that you import to WebDocs - iSeries Edtion. You should define TIFF XRes Filter with the same number as this setting.

For example, If you want to import TIFF images with a 300 DPI resolution, enter 300 both in this setting and TIFF XRes Filter.

Note: If you do not want to change the resolution of TIFF images that you are importing, enter 0 both in this setting and TIFF XRes Filter.

Default Zone OCR Mask Path

The path to the default Zone OCR mask. The mask in this setting is what WebDocs iSeries Batch Import uses to extract zone OCR data if you select the Enable Zone OCR field in Import Settings and you also do not enter a zone OCR mask path setting in the Zone OCR Mask field in Import Settings.

Note: An entry in the Zone OCR Mask field in a row of the Import Settings table overrides the Default Zone OCR Mask Path for the selected directory in that row.

For more information on OCR masks, see "Creating an OCR Mask" in the RJS Imaging Scan Workstation User Guide: http://support.rjssoftware.com/product/imaging-scan-workstation#documentation.

Full Text OCR Mask

The path to the full-text OCR mask.

Note: To apply full-text OCR to documents, you must also select the OCR Documents field in Import Settings.

http://support.rjssoftware.com/product/imaging-scan-workstation#documentation



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Setting Description

Log Messages to Log File

If this setting is enabled, error messages from WebDocs iSeries Batch Import are sent to the event log, the path of which you set in Log File Name.

Display Error Messages

If this setting is enabled, a dialog box displays if an error occurs when you use WebDocs iSeries Batch Import. Most WebDocs iSeries Batch Import users enable this setting only during testing or troubleshooting. If an error occurs, import processing will stop until you click the OK button on the error dialog box.

Note: RJS Software does not recommend that you enable this setting when no one is observing WebDocs iSeries Batch Import.

For example: Say your company does automated import processing overnight when no one is at the office. If this setting is enabled and an error occurs during the night, import processing stops until the next morning when someone clicks the OK button on the error dialog box.


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Setting Description

Use Single iSeries FTP Conversation

If this setting is enabled, WebDocs iSeries Batch Import does not establish a new FTP (File Transfer Protocol) connection to the IBM i for each import processing cycle.

Use Single iSeries .NET API Conversation

If this setting is enabled, WebDocs iSeries Batch Import does not establish a new .NET application programming interface (API) connection to the IBM i for each import processing cycle.

Generate Joblog After Checkin

If this setting is enabled, a job log is created on the IBM i on which WebDocs - iSeries Edition is running. This job log is in the QEZJOBLOG output queue in the QGPL library.

Use Adobe Acrobat for Full Text Indexing

This setting no longer pertains to WebDocs iSeries Batch Import users. WebDocs iSeries Batch Import users should ignore it.

Use Fast OCR for Full Text

If this setting is enabled, full-text OCR processing speed may increase, but the accuracy of the full-text OCR results will decrease.

Enable Scansoft OCR

If this setting is enabled, you can apply an OCR mask to documents and then import OCR data to WebDocs - iSeries Edition. Your options for OCR are:

Zone OCR. For more information on zone OCR, refer to Default Zone OCR Mask Path,the Enable Zone OCR field in Import Settings, and the Zone OCR Mask field in Import Settings.

Full-text OCR. For more information on full-text OCR, refer to Temp OCR Directory, Full Text OCR Mask, Use Adobe Acrobat for Full Text Indexing, Use Fast OCR for Full Text, and the OCR Documents field in Import Settings.


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Setting Description

Use Daily Scheduled Times

If this setting is enabled, you can:

Schedule the time each day for WebDocs iSeries Batch Import to import documents to WebDocs - iSeries Edition. You set the time that WebDocs iSeries Batch Import begins and ends import processing in Start Hour and End Hour.

Schedule the time each day at which the WebDocs iSeries Batch Import program closes. You set the time for WebDocs iSeries Batch Import to close in Program Shutdown Time.

Start Hour The time at which directory monitoring starts every day. Use military time, and use hours only.

For example: An entry of 13 starts the polling at 13:00.

Note: You must select Use Daily Scheduled Times for WebDocs iSeries Batch Import to start directory monitoring every day at the time you enter.


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Setting Description

End Hour The time at which directory monitoring ends every day. Use military time, and use hours only.

For example: An entry of 19 ends the polling at 19:00.

Note: You must select Use Daily Scheduled Times for WebDocs iSeries Batch Import to end directory monitoring every day at the time you enter.

Note: If a directory-monitoring cycle starts before the End Hour time but has not finished before the End Hour time, WebDocs iSeries Batch Import will not end directory monitoring until that last cycle has finished.

For example: Say the End Hour time is 19:00. Say a directory-monitoring cycle starts at 18:55, and at 19:00 it has not finished. That last cycle will finish and then WebDocs iSeries Batch Import will end directory monitoring, even though the time is past 19:00.

Program Shutdown Time

The time at which the WebDocs iSeries Batch Import program closes every day. Use military time, and use hours and minutes.

For example: an entry of 23:45 closes WebDocs iSeries Batch Import at 23:45.

Note: You must select Use Daily Scheduled Times for WebDocs iSeries Batch Import to close every day at the time you enter.

Note: If a directory-monitoring cycle starts before the Program Shutdown time but has not finished before the Program Shutdown time, WebDocs iSeries Batch Import will not close until that last cycle has finished.

For example: Say the Program Shutdown time is 23:45. Say a directory-monitoring cycle starts at 23:40, and at 23:45 it has not finished. That last cycle will finish and then WebDocs iSeries Batch Import will close, even though the time is past 23:45.

Enable DataCap XML Index File Handling

Check to enable DataCap XML processing. Clear to enable WebForms XML processing.

Defining the WebDocs for iSeries Settings

To get to the WebDocs for iSeries settings, click the WebDocs for iSeries tab on the Settings page in the File menu.

The WebDocs for iSeries settings tab is where you set up:

WebDocs - iSeries Edition configuration within Enterprise Workflow.


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How to check in documents to a WebDocs - iSeries Edition server.

To define the WebDocs for iSeries settings, use the descriptions of the settings listed below.

Setting Description

WebDocs Base URL

The URL to the WebDocs - iSeries Edition Web server for use in Enterprise Workflow.

WebDocs Search URL

The URL to the WebDocs - iSeries Edition search function for use in Enterprise Workflow.

Use DotNet API for Check-In

If this setting is enabled, WebDocs iSeries Batch Import imports documents to the WebDocs server using .NET API. If this setting is not enabled, WebDocs iSeries Batch Import imports documents to the WebDocs server using FTP.

Note: RJS Software strongly recommends enabling this setting because importing documents using .NET API is significantly faster than importing documents using FTP.


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Defining the Enterprise Workflow Settings

To get to the Enterprise Workflow settings, click the Enterprise Workflow tab on the Settings page in the File menu.

The Enterprise Workflow tab is where you set up connections to an Enterprise Workflow server.

To define the Enterprise Workflow settings, use descriptions of the settings listed below in one of the Enterprise Workflow settings areas.

The Enterprise Workflow Settings Areas

The image below shows the Enterprise Workflow settings divided into two areas. To find a definition for a setting, find which area it is in, then click the link to that area.

Enterprise Workflow Settings Area 1




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Setting Description

Workflow Web Service URL

The URL to the Enterprise Workflow Web service.

Workflow Work Basket URL

The URL to the Enterprise Workflow Work Basket Web page.

Workflow Admin URL

The URL to the Enterprise Workflow Admin Web page.

Using Enterprise Workflow

If this setting is enabled, WebDocs iSeries Batch Import is configured to import a Workflow Process ID, a Workflow Class ID and a Workflow Priority to Enterprise Workflow in association with documents that get imported to WebDocs - iSeries Edition.

Note: If you enable Using Enterprise Workflow, you must also define WebDocs Base URL and WebDocs Search URL in the WebDocs for iSeries tab on the Settings page in the File menu.



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Setting Description

Workflow User ID Your Enterprise Workflow user name.

Workflow Password

The Enterprise Workflow password associated with the Workflow User ID.

Defining the Error Handling Settings

To get to the Error Handling settings, click the Error Handling tab on the Settings page in the File menu.

The Error Handling tab is where you define the way WebDocs iSeries Batch Import reacts if errors occur during import processing.

To define the Error Handling settings, use descriptions of the settings listed below in one of the Error Handling settings areas.

The Error Handling Settings Areas

The image below shows the Error Handling settings divided into two areas. To find a definition for a setting, find which area it is in, then click the link to that area.


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Error Handling Settings Area 1




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Setting Description

Send Email on Error Reports

If this setting is enabled, WebDocs iSeries Batch Import sends an e-mail to the address in Error Email Address that says a report produced an error.

Note: To receive any e-mails that WebDocs iSeries Batch Import sends, you must also:

Define Error Email Address.

Define Outbound SMTP Mail Server Address.

Set Use SMTP Email Server.

Set From Internet Email Address (SMTP).


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Setting Description

Send Email on Start

If this setting is enabled, WebDocs iSeries Batch Import sends an e-mail to the address in Error Email Address when import processing starts.






Send Email on Stop

If this setting is enabled, WebDocs iSeries Batch Import sends an e-mail to the address in Error Email Address when import processing stops.






Use SMTP Email Server

If this setting is enabled, WebDocs iSeries Batch Import uses the Outbound SMTP Mail Server Address to send e-mails.

Note: You must enable this setting to receive e-mails from WebDocs iSeries Batch Import.

Error Email Address

The e-mail address to which all e-mails from WebDocs iSeries Batch Import are sent.



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Setting Description

Outbound SMTP Mail Server Address

The IP address for the Simple Mail Transfer Protocol (SMTP) server. The default setting is 1.1.1.1.

Note: You must also enable Use SMTP Email Server to send e-mails.

From Internet Email Address (SMTP)

The e-mail address that displays in the From line of any e-mails that WebDocs iSeries Batch Import sends.

SMTP Timeout The number of seconds that WebDocs iSeries Batch Import tries to make a connection to the SMTP server to send an error e-mail. If WebDocs iSeries Batch Import cannot make a connection in the defined number of seconds, it will not send an error e-mail and will process the next document in the selected directory.

Mail Delay The number of seconds between the sending of e-mails.

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Importing Documents to WebDocs - iSeries Edition

This section lays out the process of importing documents to WebDocs - iSeries Edition and is divided into the following topics, which you should follow in order:

Setting Up the Monitor List

Setting Up the Import Settings

Starting and Stopping the Import Processing

Setting Up the Monitor List

The first step in importing documents to WebDocs - iSeries Edition is to set up a list of directories to monitor for documents.

Setting Up the Monitor List is divided into the following headings:

About the Monitor List

Adding a Directory Row to the Monitor List

About the Monitor List

The Monitor List table is a Microsoft Access 97 database table. When you add a directory to, edit a directory in, or delete a directory from the Monitor List, you are working with a table row. To type in one of the fields in a row, click inside the field and a cursor displays. Select or clear check boxes in a field in a row just like you would select or clear check boxes in a dialog box: by clicking.

Adding a Directory Row to the Monitor List

To add a directory row to the Monitor List:

1. Select Edit Directory Monitor List from the Table Entry menu. The Edit Directory Monitor List table displays.

2. Fill in a row of the Monitor List fields, as defined below. An image of the fields displays before the definitions.


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Setting Description

File Directory

Type the path to the directory that you want to monitor for documents to import into WebDocs - iSeries Edition. You can also click the Browse

button to browse for a directory.

Description Type a description of the directory that you are monitoring for documents.

FTP Server Type the IP address or the hostname of the WebDocs - iSeries Edition system that you want to import the documents to.


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Setting Description

FTP User Type a valid IBM i User name. Use uppercase letters.

FTP Password Type the password associated with the IBM i User name in FTP User.

Note: WebDocs iSeries Batch Import encrypts the password after you click in a new field.

WebDocs for iSeries Users

Type a valid WebDocs - iSeries Edition User name. Use uppercase letters.

Activate Select this check box to activate this row. Activating a row means that it is available for monitoring. If a row is not activated, it retains any information you enter into it, but the directory you select in it will not be monitored during import processing.


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Setting Description

Delete File Select this check box if you want to delete the documents in the selected directory after they have been imported to WebDocs - iSeries Edition.

Note: If you select Delete File, do not also select Move File or Set Read Only. These three options are after-processing options, and you should only select the one that best suits your needs.

Move File Select this check box if you want to move the documents in the selected directory to a different directory after the documents have been imported to WebDocs - iSeries Edition.

Note: If you select Move File, do not also select Delete File or Set Read Only. These three options are after-processing options, and you should only select the one that best suits your needs.

Note: To move the documents to a different directory after they have been imported, you must also enter a directory in the Move To Directory field.


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Setting Description

Move To Directory

Type the path to the directory to which you want to move the documents in the selected directory after the documents have been imported to WebDocs - iSeries Edition.

Note: To move the documents to this directory, you must also select Move File.

Setting Description

Set Read Only

Select this check box to change the documents in the selected directory to read-only after the documents have been imported to WebDocs - iSeries Edition. Changing the documents to read-only prevents them from being imported again.

Note: If you select Set Read Only, do not also select Delete File or Move File. These three options are after-processing options, and you should only select the one that best suits your needs.


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Setting Description

Zip File Select this check box to compress the documents in the selected directory as Zip files. (During import processing these files get imported to WebDocs - iSeries Edition as compressed files.)

Note: If you select this text box, you can also make a password required to unzip the compressed files by entering a password in the Password field.

Password If you select Zip File and you want to make a password required to unzip the compressed files, type a password.

Note: If you do not want to make a password required to unzip the compressed files, leave this field blank.

Setting Up the Import Settings

After you have set up the Monitor List, the second step in importing documents to WebDocs - iSeries Edition is to set up the Import Settings. Import Settings define where and how the documents in a selected directory will get imported to WebDocs - iSeries Edition.

Setting Up the Import Settings is divided into the following headings:

About the Import Settings

Adding a Row of Import Settings

About the Dynamic-Value Options

About the Import Settings

The Import Settings table is a Microsoft Access 97 database table. When you add a directory to, edit a directory in, or delete a directory from the Import Settings, you are working with a table row. To type in one of the fields in a row, click inside the field and a cursor displays. Select or clear check boxes in a field in a row just like you would select or clear check boxes in a dialog box: by clicking.

Adding a Row of Import Settings

To add a row of Import Settings:

1. Select Edit Directory Import Settings from the Table Entry menu. The Edit Directory Import Settings table displays.

2. Fill in a row of the Import Settings fields, as defined below. An image of the fields displays before the definitions.


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Setting Description

File Directory

Click the Select button for a list of directories that you entered in the File Directory field in the Monitor List. Then select the directory that holds the documents you want to import to WebDocs - iSeries Edition.


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Setting Description

Include File Filter

This field is a document-selection filter. Type the criteria that you want to be in the filenames of documents that you import to WebDocs - iSeries Edition.

If you do not have document-selection criteria, and you want to import all of the documents in the selected directory, the default entry *.* must display in Include File Filter.

Warning: Include File Filter cannot be blank. If Include File Filter is blank, document importing will fail.

The following can help you when you create document-selection filters:

Filter entries are not case sensitive.

Wildcard selection characters are the asterisk (*) and the question mark (?). The asterisk represents any sequence of characters. The question mark represents any one character.

If you do not use wildcard selection characters, the filter returns only exact character matches (in either uppercase or lowercase characters).

For example: If you type a filter of invoice.pdf, only documents that match invoice.pdf (in either uppercase or lowercase characters) will be imported.

For example: If you have a directory that holds documents Invoice001.pdf, Invoice002.pdf, Invoice003.pdf, up to Invoice999.pdf and you only want to import documents Invoice700.pdf, Invoice701.pdf, Invoice702.pdf, up to Invoice799.pdf, you could type invoice7*.pdf in Include File Filter to import those specific documents.

For example: If you have a directory that holds documents Invoice001.pdf, Invoice002.pdf, Invoice003.pdf, up to Invoice999.pdf and you only want to import documents Invoice100.pdf, Invoice200.pdf, Invoice300.pdf, Invoice400.pdf, Invoice500.pdf, Invoice600.pdf, Invoice700.pdf, Invoice800.pdf, and Invoice900.pdf, you could type invoice?00.pdf in Include File Filter to import those specific documents.

Description Type a description of the documents that you are importing to WebDocs - iSeries Edition.


35


36

Setting Description

Doc Folder

Type the name of the WebDocs - iSeries Edition folder to which you want to send the documents. Typing the folder name is a static entry. For a level-one folder, use the format of Folder 1 Name / / / /. For a level-two folder, use the format of Folder 1 Name / Folder 2 Name / / /. And so forth. For example: Say your WebDocs folder structure looks like the following:

To send the documents to Test Folder 2, you would enter Test Folder 2 / / / / in Doc Folder. To send the documents to Home loans, you would enter XYZ Bank General Information / Loans / Home loans / / in Doc Folder.

or

Use WebDocs iSeries Batch Import's dynamic-value options to enter a

dynamic value by clicking inside the Doc Folder field for the Select button to display. From the Select button's drop-down list, you can choose:

o *RDXVALUE

Doc Type

Type the valid Document Type for the documents. Typing a Document Type is a static entry.

or


dynamic value by clicking inside the Doc Type field for the Select button to display. From the Select button's drop-down list, you can choose:

o *RDXVALUE

o *PCFILEPREFIX

o *RDXVALUE 01-10

o *PCFILEPREFIX1-10

o *PCFILENAME


37

Setting Description

Doc Title

Type the title of the documents. Typing a title is a static entry.

or


dynamic value by clicking inside the Doc Title field for the Select button to display. From the Select button's drop-down list, you can choose:

o *RDXVALUE

o *PCFILEPREFIX

o *RDXVALUE 01-10

o *PCFILEPREFIX1-10

o *PCFILENAME


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39

Setting Description

Doc Index 01-10

Type the Index Key values for the documents. Typing the Index Key values is a static entry.

or

Use WebDocs iSeries Batch Import's dynamic-value options to enter a dynamic value by clicking inside the Doc Index 01-10 fields for the

Select button to display. From the Select button's drop-down list, you can choose:

o *RDXVALUE

o *OCRVALUE

o *NOTHING

o *PCFILEDATE

o *PCFILEPREFIX

o *RDXVALUE01-10

o *PCFILEPREFIX1-10

o *PCFILENAME


40

Setting Description

Activate Select this check box to activate this row. Activating a row means that the selected Import Settings in the row for the documents in the selected directory are available to import to WebDocs - iSeries Edition. If a row is not activated, it retains any information you enter into it, but the data will not be imported.

OCR Documents

Select this check box to import the documents in the selected directory to WebDocs - iSeries Edition as documents that will be part of WebDocs - iSeries Edition's Full Text Search.

For more information on WebDocs - iSeries Edition's Full Text Search, see "Enabling Full Text Search" in the WebDocs - iSeries Edition Administrator Guide: http://support.rjssoftware.com/product/webdocs-iseries#documentation.

Note: Selecting OCR Documents does not make a document searchable in the sense of opening the document and then searching for text in it. To make a document searchable, refer to the Save TIFF/PDF as Searchable PDF field.




41

Setting Description

Save TIFF/PDF as Searchable PDF

Select this check box to import the documents in the selected directory to WebDocs - iSeries Edition as searchable PDF documents.

Searchable PDF documents are documents that you can open in a PDF viewer and then, using the PDF viewer's search capabilities, search for text within the documents.

Note: You cannot search for text in searchable PDF documents from within WebDocs - iSeries Edition. You must use a PDF viewer with search capabilities to search for text in searchable PDF documents.


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Setting Description

Routing Definition

Type a WebDocs - iSeries Edition routing definition to send the documents in the selected directory to that route.

For more information on routing definitions, see "Setting Up a Route" in the WebDocs - iSeries Edition Administrator Guide: http://support.rjssoftware.com/product/webdocs-iseries#documentation . Note: You can also leave this field blank, in which case the Routing Definition field is assigned the value of WorkFlowProcess in the RDX file. (WebDocs iSeries Batch Import ignores the values of the other Workflow settings in the RDX file.)

Note: If you select Using Enterprise Workflow in the Enterprise Workflow tab on the Settings page in the File menu, the Routing Definition field no longer displays, and the following three new fields display in its place:

Workflow Process ID Type the Enterprise Workflow process that you want to assign to the documents in the selected directory. Note: You can also leave this field blank, in which case the Workflow Process ID field is assigned the value of WorkFlowProcess from the RDX file.

Workflow Class ID Type the Enterprise Workflow Workpiece Class that you want to assign to the documents in the selected directory. Note: You can also leave this field blank, in which case the Workflow Class ID field is assigned the value of WorkFlowClassID from the RDX file.

Workflow Priority

Click inside this field for the Select button to display. From the Select button's drop-down list, choose a workflow priority between 01-99 for the documents in the selected directory. Note: You can also leave this field blank, in which case the Workflow Priority field is assigned the value of WorkFlowPriorityID from the RDX file.



43

Setting Description

Routing Definition

See the definition under the previous image.

Enable Zone OCR

Select this check box to enable applying zone OCR to the documents.

Note: To apply a zone OCR to the documents, you must also:

Define a path to the default zone OCR mask in Default Zone OCR Mask Path in the General tab on the Settings page in the File menu.

or

Type a path to a zone OCR mask in the Zone OCR Mask field. Note: A path to a zone OCR mask in the Zone OCR Mask field overrides a path to a zone OCR mask in Default Zone OCR Mask Path.


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Setting Description

Zone OCR Mask

Type the path to the zone OCR mask you want to use to extract data from the documents in the selected directory.

For more information on OCR masks, see "Creating an OCR Mask" in the RJS Imaging Scan Workstation User Guide: http://support.rjssoftware.com/product/imaging-scan-workstation#documentation.

Note: To apply a zone OCR to the documents, you must also select the Enable Zone OCR field.

Note: The information that the zone OCR mask captures is stored in an RDX file. For more information, refer to Appendix B: The RDX File.

About the Dynamic-Value Options

Note: Before you read about or use the dynamic-value options, read Appendix B: The RDX File.

WebDocs iSeries Batch Import features the option to select a dynamic value for some of the fields in the Import Settings table. These dynamic-value options enter dynamic information from the documents into the field in which you select one of the dynamic-value options. Below is an alphabetical list of all the dynamic-value options and the value that the options refer to.

Note: Not all fields in the Import Settings table offer all the dynamic-value options listed below. Refer to the definition of a specific Import Settings field for the dynamic-value options you can select for it.

Variable Description

*NOTHING This option enters no value into the Import Settings field in which you select it.

For example: Say you are setting up the Import Settings for a directory with two documents in it:

Purchase Order.tif

Sales Order.tif.

If you select *NOTHING for the Doc Index 03 field in Import Settings, WebDocs iSeries Batch Import would import:

Purchase Order.tif with a blank Index Key 3 to WebDocs - iSeries Edition.

Sales Order.tif with a blank Index Key 3 to WebDocs - iSeries Edition.




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*OCRVALUE This option enters like-numbered Index values from a zone OCR mask into the corresponding Import Settings field in which you select it.


Purchase Order.tif

Sales Order.tif.

Say you select a zone OCR mask that captures the following in those two documents:

The OCR Index values for Purchase Order.tif are:

Index1: AAA Co.

Index2: Minneapolis

Index3: 55405

The OCR Index values for Sales Order.tif are:

Index1: Acme Co.

Index2: Minneapolis

Index3: 55407


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*PCFILEDATE This option enters the following into the Import Settings field in which you select it:

The creation date of the documents in the selected directory. The format of the date is mm/dd/yyyy where mm is the two-digit month, dd is the two-digit day, yyyy is the four-digit year.


Purchase Order.tif, created on 03/20/2006

Sales Order.tif, created on 11/05/2007

If you select *PCFILEDATE for the Doc Index 01 field in Import Settings, WebDocs iSeries Batch Import would import:

Purchase Order.tif with an Index Key 1 value of 03/20/2006 into WebDocs - iSeries Edition.

Sales Order.tif with an Index Key 1 value of 11/05/2007 into WebDocs - iSeries Edition.

*PCFILENAME This option enters the following into the Import Settings field in which you select it:

The name and file extension of the documents in the selected directory.


Purchase Order.tif

Sales Order.tif

If you select *PCFILENAME for the Doc Type field in Import Settings, WebDocs iSeries Batch Import would import:

Purchase Order.tif with a Document Type of Purchase Order.tif into WebDocs - iSeries Edition.

Sales Order.tif with a Document Type of Sales Order.tif into WebDocs - iSeries Edition.

If you select *PCFILENAME for Doc Index 02 field in Import Settings, WebDocs iSeries Batch Import would import:

Purchase Order.tif with an Index Key 2 value of Purchase Order.tif into WebDocs - iSeries Edition.

Sales Order.tif with an Index Key 2 value of Sales Order.tif into WebDocs - iSeries Edition.


47


*PCFILEPREFIX This option enters the following into the Import Settings field in which you select it:

The file prefix of the documents in the selected directory. The file prefix is the name of the document without the extension.


Purchase Order.tif

Sales Order.tif

If you select *PCFILEPREFIX for the Doc Title field in Import Settings, WebDocs iSeries Batch Import would import:

Purchase Order.tif with a Document Title of Purchase Order into WebDocs - iSeries Edition.

Sales Order.tif with a Document Title of Sales Order into WebDocs - iSeries Edition.

If you select *PCFILEPREFIX for Doc Index 04 field in Import Settings, WebDocs iSeries Batch Import would import:

Purchase Order.tif with an Index Key 4 value of Purchase Order into WebDocs - iSeries Edition.

Sales Order.tif with an Index Key 4 value of Sales Order into WebDocs - iSeries Edition.


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*PCFILEPREFIX1 This option enters the following into the Import Settings field in which you select it:

The first file prefix, as separated by a delimiter, of the documents in the selected directory.


Purchase Order_155_Q1_2006.tif

Sales Order_930_Q4_2008.tif

The delimiter you choose is an underscore (_).

If you select *PCFILEPREFIX1 for the Doc Type field in Import Settings, WebDocs iSeries Batch Import would import:

Purchase Order_155_Q1_2006.tif with a Document Type of Purchase Order into WebDocs - iSeries Edition.

Sales Order_930_Q4_2008.tif with a Document Type of Sales Order into WebDocs - iSeries Edition.

If you select *PCFILEPREFIX1 for the Doc Index 02 field in Import Settings, WebDocs iSeries Batch Import would import:

Purchase Order_155_Q1_2006.tif with an Index Key 2 value of Purchase Order into WebDocs - iSeries Edition.

Sales Order_930_Q4_2008.tif with an Index Key 2 value of Sales Order into WebDocs - iSeries Edition.

Note: RJS Software recommends that if you want to use this option, you take the time to make consistent the naming conventions of your files. If you have questions about consistent file-naming conventions, contact RJS Software.


49


*PCFILEPREFIX2-10

These options work like *PCFILEPREFIX1 except the number associated with these options matches the like-numbered file prefix, as separated by a delimiter.


Purchase Order_155_Q1_2006.tif

Sales Order_930_Q4_2008.tif

The delimiter you choose is an underscore (_).

If you select *PCFILEPREFIX3 for the Doc Title field in Import Settings, WebDocs iSeries Batch Import would import:

Purchase Order_155_Q1_2006.tif with a Document Title of Q1 into WebDocs - iSeries Edition.

Sales Order_930_Q4_2008.tif with a Document Title of Q4 into WebDocs - iSeries Edition.

If you select *PCFILEPREFIX2 for the Doc Index 5 field in Import Settings, WebDocs iSeries Batch Import would import:

Purchase Order_155_Q1_2006.tif with an Index Key 5 value of 155 into WebDocs - iSeries Edition.

Sales Order_930_Q4_2008.tif with a Index Key 5 value of 930 into WebDocs - iSeries Edition.


50


*RDXVALUE Note: Before you use this option, read Appendix B: The RDX File.

This option enters the following into the Import Settings field in which you select it:

The value of the corresponding setting from the RDX file of the documents in the selected directory.


Purchase Order.tif

Sales Order.tif

Say the following two images are the associated RDX files of those two documents:


51


*RDXVALUE01 Note: Before you use this option, read Appendix B: The RDX File.

This option enters the following into the Import Settings field in which you select it:

The value of the DocIndex01 setting from the RDX file of the documents in the selected directory.


Purchase Order.tif

Sales Order.tif



52


*RDXVALUE02-10 Note: Before you use these options, read Appendix B: The RDX File.

These options work like *RDXVALUE01 except the number associated with these options matches the like numbered RDX-file DocIndex setting.


Purchase Order.tif

Sales Order.tif



53

Starting and Stopping the Import Processing

After you have set up the Monitor List and set up the Import Settings, the last step in importing documents to WebDocs - iSeries Edtion is to start import processing. Import processing is when WebDocs iSeries Batch Import imports the documents in the selected directory and the Import Settings of those documents into WebDocs - iSeries Edition.

To start import processing:

Click the Start Import Processing button.

To stop import processing:

Click the Stop Import Processing button.

55

Appendices

The following appendices provide supplemental information for WebDocs iSeries Batch Import users:

Appendix A: Working with the Log

Appendix B: The RDX File

Appendix A: Working with the Log

WebDocs iSeries Batch Import's log records all monitoring and processing activity and all errors, as in the example below.

To view the log, select View Log from the Log menu.

To clear the log, select Clear Log from the Log menu.

For information on the path to the log, refer to Log File Name in the General tab on the Settings page in the File menu.

Note: The log displays oldest information first and newest information last.


56

Appendix B: The RDX File

Appendix B: The RDX File is divided into the following headings:

About the RDX File

Creating RDX Files

Descriptions of RDX File Settings

About the RDX File

An RDX file is an American Standard Code for Information Interchange (ASCII) plain text file with an RDX extension that holds settings for a document's WebDocs import information, or metadata, like the document's Document Type, the folder into which you want to check in the document, and the document's Index Key values. Using RDX files in WebDocs iSeries Batch Import simplifies import processing.

Below is an image of an RDX file with no values associated with the settings.

Creating RDX Files

Contact RJS Software to learn about products that can create RDX files of your documents.

You can also create your own RDX files. If you want to create your own RDX files, the RDX files must:

Be ASCII plain text files.

Appendices

57

Include all of the text and settings shown in the image above, laid out and formatted as in the image above. (The values of the settings, of course, will depend on the information in your documents.) For descriptions of RDX file settings, refer to Descriptions of RDX File Settings.

Exist in the same directory as the document you want to import to WebDocs - iSeries Edition.

Have the same file prefix as the document you want to import to WebDocs - iSeries Edition but with an RDX extension. File prefix means the document name. For example: if you want to import the document Invoice001.tif, its RDX file must be Invoice001.rdx.

Descriptions of RDX File Settings

Listed below in the order they appear within an RDX file are the RDX file settings and their descriptions.

Setting Description

DocFile The document name with file extension with which an RDX file is imported to WebDocs - iSeries Edition.

For example: DocFile=Invoice001.tif.

DocFolder The WebDocs - iSeries Edtion folder into which you want to import the document.

For a level-one folder, use the format of Folder 1 Name / / / /. For a level-two folder, use the format of Folder 1 Name / Folder 2 Name / / /. And so forth.

For example: Say your WebDocs folder structure looks like the following:

For a Doc Folder of Test Folder 2, DocFolder=Test Folder 2 / / / /

For a Doc Folder of Home loans, DocFolder=XYZ Bank General Information / Loans / Home loans / /

DocType The document's Document Type.

For example: DocType=AP


58

Setting Description

DocTitle The document's title.

For example: DocTitle=Purchase Order

DocIndex01-10 The document's search-key values.

For example: DocIndex01=$75

For example: DocIndex02=Store 116

WorkFlowProcess If you have not selected Using Enterprise Workflow in the Enterprise Workflow tab on the Settings page in the File menu, this setting defines the document's WebDocs - iSeries Edtion Document Routing.

If you have selected Using Enterprise Workflow in the Enterprise Workflow tab on Settings page in the File menu, this setting defines the Enterprise Workflow process.

WorkFlowClassID The Enterprise Workflow Workpiece Class.

WorkFlowPriorityID The Enterprise Workflow workflow priority.

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Index

D

Dynamic-Value Options ..................................49 *NOTHING ..................................................49 *OCRVALUE ...............................................50 *PCFILEDATE ............................................51 *PCFILENAME............................................51 *PCFILEPREFIX .........................................52 *PCFILEPREFIX1-10 ..................................53 *RDXVALUE ...............................................55 *RDXVALUE01-10 ......................................56

E

Edit Directory Import Settings .........................37 *NOTHING ..................................................49 *OCRVALUE ...............................................50 *PCFILEDATE ............................................51 *PCFILENAME............................................51 *PCFILEPREFIX .........................................52 *PCFILEPREFIX1-10 ..................................53 *RDXVALUE ...............................................55 *RDXVALUE01-10 ......................................56 Activate .......................................................45 Description ..................................................39 Doc Folder ..................................................41 Doc Index 01-10..........................................44 Doc Title .....................................................42 Doc Type ....................................................41 Enable Zone OCR .......................................48 File Directory ...............................................38 Include File Filter .........................................39 OCR Documents .........................................45 Routing Definition ........................................47 Save TIFF/PDF as Searchable PDF ............46 Workflow Class ID .......................................47 Workflow Priority .........................................47 Workflow Process ID ...................................47 Zone OCR Mask .........................................49

Edit Directory Monitor List ...............................31 Activate .......................................................34 Delete File ..................................................35 Description ..................................................32 File Directory ...............................................32 FTP Password ............................................34 FTP Server .................................................33 FTP User ....................................................33 Move File ....................................................35 Move To Directory .......................................36 Password ....................................................37 Set Read Only ............................................36 WebDocs for iSeries Users .........................34 Zip File ........................................................37

Enterprise Workflow Settings ..........................21 Using Enterprise Workflow ..........................24

Workflow Admin URL.................................. 24 Workflow Password .................................... 25 Workflow User ID........................................ 25 Workflow Web Service URL ........................ 23 Workflow Work Basket URL ........................ 23

Error Handling Settings .................................. 25 Error Email Address ................................... 28 From Internet Email Address (SMTP) ......... 29 Mail Delay .................................................. 30 Outbound SMTP Mail Server Address ........ 29 Send Email on Error Reports ...................... 27 Send Email on Start .................................... 28 Send Email on Stop .................................... 28 SMTP Timeout ........................................... 30 Use SMTP Email Server ............................. 28

G

General Settings .............................................. 9 Default Zone OCR Mask Path ..................... 14 Display Error Messages .............................. 15 Enable Scansoft OCR................................. 17 End Hour .................................................... 19 File Prefix Delimiter .................................... 12 Full Text OCR Mask ................................... 14 Generate Joblog After Checkin ................... 16 Log File Name ............................................ 11 Log Messages to Log File ........................... 15 Maximum Log File Size .............................. 14 Polling Interval (Minutes) ............................ 13 Program Shutdown Time ............................ 19 Settings Database ...................................... 11 Single Quote Replace ................................. 12 Start Hour ................................................... 18 Temp OCR Directory .................................. 12 TIFF XRes Filter ......................................... 13 TIFF YRes Filter ......................................... 14 Use Adobe Acrobat for Full Text Indexing ... 16 Use Daily Scheduled Times ........................ 18 Use Fast OCR for Full Text ......................... 16 Use Single iSeries .NET API Conversation . 16 Use Single iSeries FTP Conversation ......... 16

I

Import Processing .......................................... 58 Installing WebDocs iSeries Batch Import .......... 5 L

Licensing WebDocs iSeries Batch Import ......... 5 Log ................................................................ 59 M

Minimum Requirements ................................... 5


60

P

PC Minimum Requirements ............................. 5 R

RDX File .........................................................60 Settings ......................................................61

DocFile ..................................................61

DocFolder ..............................................61

DocIndex01-10 .......................................62

DocTitle .................................................62

DocType ................................................61

WorkFlowClassID ...................................62

WorkFlowPriorityID.................................62

WorkFlowProcess ..................................62

RJS Software Systems................................. 1, 3 technical support .......................................... 3

S

Settings ........................................................... 9 Enterprise Workflow ................................... 21 Error Handling ............................................ 25 General ........................................................ 9 WebDocs for iSeries ................................... 19

W

WebDocs for iSeries Settings ......................... 19 Use DotNet API for Check-In ...................... 21 WebDocs Base URL ................................... 20 WebDocs Search URL ................................ 20

WebDocs iSeries Batch Import ......................... 5 configuring.................................................... 9 installing ....................................................... 5 licensing ....................................................... 5 opening ........................................................ 6