Automatic Indexing Using Existing Data
The Autofill feature of SimpleIndex is an easy way to associate many index fields with one document without retyping data that already exists in another database. Autofill uses a database lookup to retrieve records that match a key value entered by the user. Blank index fields are then filled in automatically with the data from this lookup. The result is a document database with many different possible search fields, of which only one needed to be entered during scanning.
The key field may be typed by the user, or it may be read from the document automatically using barcode recognition or OCR. The lookup is performed either when the user changes this field or when the index values are saved. If the lookup finds multiple matching records, the user will be notified and the first set of values will be used by default.
When used with pre-index batches, key information can be read automatically from barcodes or OCR and matched to database records with a single click. Search on up to 99 index fields without a single keystroke!
Use SQL Server, MS Access, Oracle, MySQL, Excel and other databases to match documents with existing data to organize files and assign metadata fields.
In SQL Server, Oracle and MySQL (among others) user logons are associated with a default “schema” that determines which tables and views they can see.
Users may have access to other tables and views that aren’t in their schema. When connecting to the database these tables will show up in the list, but when you try to get the list of fields you get an “Invalid object reference” error.
To reference these tables, use [Schema].[Table] for the table name to explicitly reference the table.
You can also change the user’s default schema on the server to the one matching the table.
A third option is to create a view under the user’s default schema that selects the necessary records.
At the present time you cannot enter [Schema].[Table] in the wizard, so if you need to use this workaround configure the job in the wizard and modify the table name in the old job options screen.
If you would like to create a database string for an Access database that includes a password use this format:
Provider=Microsoft.Jet.OLEDB.4.0;Data Source=path\database.mdb;Jet OLEDB:Database Password=db_password;
Match & Attach mode lets you batch update multiple records in a database using the index data from your SimpleIndex job. For example, if you have a large backfile of documents that you want to scan and link to records in an existing database, you can use Match & Attach to find the corresponding record and set the Image Path field to the newly scanned file.
For details on how to configure Match & Attach mode, please refer to the manual.
The Autofill feature of SimpleIndex is an easy way to associate many index fields with one document without retyping data that already exists in another application. Autofill uses a database lookup to retrieve records that match a key value entered by the user. Blank index fields are then filled in automatically with the data from this lookup. The result is a document database with many different possible search fields, of which only one needed to be entered during scanning. To configure the Autofill feature first go to the Index tab and define the field that will be used to perform the lookup. Each value in this field should correspond to a single record in the database, usually defined as the “Primary Key”. This field can be any type, including Barcode and OCR for full automation. Next click “Configure Index Autofill” button. Here is where you will setup the database lookup. The “Match Data Source” is configured the same way as the “Data Sour
On the Database tab, choose “SQL Server” from the drop-down labeled “Configure Data Source”. Click the “Start” button.
You will be prompted to enter the SQL Server name and database name. Once selected, an OLE DB data source will be entered under “Data Source”.
You can add a default user to the “Data Source” using the conventions for OLE DB provider strings. With this configuration, all users will use the same SQL Server login. To configure individual logins, check “Require Logon” on the Logging tab. If you would like the users to select their name from a list, add each user ID using the “Add User” button.
To connect to an existing Access database go to Options then the Database tab. There is a drop-down list next to the “Start” button. Click the arrow and select “MS Access” then click “Start”.
An Open Database dialog will be displayed. Select the Access MDB you want to use then click “Open”.
Select the table or query you want to use from the “Table Name” list and click “Reload”.
The field selectors will now be populated with the list of fields from the table/query you selected. The Image Path stores the path to the image file for each record. Each entry in Database Fields list maps the corresponding Field # from the Index tab to the selected field in the database.
Click apply and your Access Database will be configured.
The Log Field, Log Table, Revision Field/Level and the Full Text and PageCount fields on the Advanced tab are option. See the manual for a description of what these items do.
The best way to see how the SimpleIndex processing workflow compares to other leading desktop scanning solutions is to see the same process performed side-by-side in each program. Below are videos we recorded of the same batch of documents being scanned and indexed in Kofax Express™, Kodak Capture Pro™, PaperVision™ Capture Express and Office Gemini DiamondVision™. In each one we configured the software to perform the same tasks: Scan a batch of 10 pages Capture a 7-digit account number using Zone OCR Correct any fields that fail to recognize Use a database lookup to populate additional index fields Export the batch to PDF files Using our standard benchmark batch* we recorded the following processing times: SimpleIndex: 0:45 Kodak Capture Pro: 1:50 Kofax Express: 2:20 PaperVision Capture Desktop: 3:00 DiamondVision: 3:20 As you will see in the videos below, SimpleIndex provides the most efficient scanning and indexing workflow of any major document capture application. SimpleIndex™ [vi