Comma-delimited text files for document metadata.
How do I export index data to a database?
There are a variety of ways to connect to your database. Detailed instructions are provided in the Manual (check the Help menu). Here is a brief overview of the steps involved:
-Create a job configuration to scan and index files
-On the database tab, set the “Database Mode” to “Insert New Records”
-To use ODBC, enter the data source name or file in Data Source
-To connect directly, select your database type under “Select a Data Source” and click Start. A series of dialogs will prompt you for database connection information.
-Select destination Table or View and click Reload
-For each index field, select the corresponding database field that will receive that field value
-The “Output File Field” will receive the path to the exported file
Once you have created records in your database in “Insert” mode, you can change to “Retrieve and View Records” and use SimpleIndex or SimpleSearch to search and view the files.
- Published in Database & Retrieval, Export
How do you configure a field to select from a list of possible values?
List fields are populated using a text file or database field containing the values for that list. The text file scenario will be described first.
To configure a list field, go to the Index tab in the Job Options. Create a list field by selecting “List” for the field type and give it a name. In the “List File/Field” setting for this field, put the full path or UNC to the text file containing the list or click “Set” to browse to the file. If you have not created a file, you can put the path where you want the file stored here and click the “Edit” button. This will open the file in Notepad; new files will prompt you to create them.
On each line of the text file you will put one of the possible values that you want to be able to select from while you are indexing with SimpleIndex. You can copy this information from another source and paste it into the text file.
Save the file in Notepad and close it. The List field is now configured!
To use a database field, your configuration must be connected to a database using the settings on the Database tab. Any fields defined as “List” on the Index tab that have a corresponding field mapped on the Database tab will use the unique values from that field to populate the list.
You can check “Only allow values in list” to disallow users from entering a value not in the list.
Once the List index field is configured properly you can select the values from a drop down after scanning that appear in the main SimpleIndex window while indexing. It also makes the field autofill the closest match from the list based on the characters that you type in that field.
- Published in Indexing & UI
Indexing Solutions with Barcode Recognition
Barcode recognition is the most efficient way to capture index data printed on documents. If you are unfamiliar with the use of barcodes in document scanning, you can learn more about barcodes in our Barcode Scanning Guide, but if you want to know more about barcode use with SimpleSoftware products, read on.
Some documents already have key information in barcode format on them. In many cases adding a barcode to a document is as simple as changing or adding a font. Adding barcodes to new documents is preferable as all the index data is on the document at the time it is created and in a format that can be read with near 100% accuracy.
As an alternative to placing barcodes on the individual documents, it is possible to print out a barcode cover page and place it on the file before it is scanned. The SimpleCoversheet application was designed to make this easy by providing a simple interface for selecting index values and printing a standard coversheet that contains these values in barcode format.
Barcode recognition can also be useful when you have documents with a variable number of pages that will all receive the same index values. If it is not possible to generate an indexed coversheet for these at the time they are created, a generic barcode coversheet can be used to separate the scanned images into multi-page files, one for each document. A second process can then be used to index these images one file at a time instead of one page at a time, greatly increasing throughput.
Barcode Recognition Features
With SimpleIndex Barcode you can:
- Read barcodes printed on scanned paper documents
- Read barcodes embedded in PDF files
- Automatically rename files based on barcodes
- Export barcode data to CSV file or any database
- Separate multi-page documents with cover pages
- Recognize 2D formats like PDF417, DataMatrix, Aztec and QR Code
- Recognize 30 different 1D barcode formatsCode 39, Codabar, UPC, Code 128, EAN 13, 2 of 5, etc.
- Recognize postal barcodes like Planet, PostNet, Royal Post and Australian Post
- Lookup barcode values in a database for additional data
- Complete list of document scanning & indexing features
With SimpleCoversheet you can:
- Create barcode coversheets for use with SimpleIndex and other scanning applications
- Print barcodes on Avery label templates that can be applied to documents
- Affordably enable every employee to print barcodes
- Create coversheets that allow SimpleIndex to automatically index and file documents
- Enable scanning and indexing from MFPs, network scanners and digital copiers
- Perform “mail merge” with barcodes to print many coversheets at once
- Supports many 1D and 2D barcode formats
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- Can SimpleIndex read bar codes from existing PDF files?
- I cannot recognize PDF417 or QR Code bar codes. What does "Advanced "Only" mean?
- Can I split TIFF or PDF files based on barcodes as a separator and also name the file with the barcode value?
- Will SimpleIndex read multiple barcodes on a page and save the value to the appropriate index field?
- Is there a way to just use part of a bar code or OCR value? For example, extract "50" from the value "124450"
- How can I delete the barcode or blank page cover/separator sheet that I don't need to save?
FAQ Related to Barcode Recognition
Coming SoonDatabase Integration
Unprecedented Control of Database Interactions
Open database integration is a powerful feature of SimpleIndex® and one that furthers its interoperability with custom programs. Instead of using a proprietary database, SimpleIndex allows you to map its index fields to cells in any database table. It can be configured to create new records, update existing ones or retrieve them for viewing. Using these three basic database functions, SimpleIndex is able to interface with and operate on any database.
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!
Output to XML or Any Text Format
SimpleIndex 8 offers export to XML files, as well as the SimpleExport module. SimpleExport makes it possible to integrate with any third party database, application, or document management systems (DMS) that accepts an XML or text file import.
SimpleExport converts the index values from a SimpleIndex job to any output format through XSL Transformations (XSLT). You may use one of the built-in scripts to export to a pre-defined system or design your own. SimpleExport runs automatically after each batch is exported, or it can run as an unattended Windows service.
SimpleExport can also be used as a standalone application for automating XSLT transformations, converting CSV or TSV (delimited text files) to XML, converting images to base64 or integrating other scanning applications with third party software.
Match and Attach Mode
SimpleIndex features “Match and Attach” mode, which combines the power of the Autofill feature with the ability to update existing records in your database. This lets you “attach” images to existing database records by “matching” them with values from SimpleIndex.
With other systems you must create a temporary database and write a custom import to match the scanned images to existing records. When indexing with OCR or barcode recognition, the entire process can be accomplished with our 1-click interface.
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