How to export indexed data in to a database?
There are a variety of ways to connect to your database. SimpleIndex offers you different options for exporting into your type of database. Detailed instructions are provided in the Manual (check the Help menu).
Disable StopFile
Create Unique Batch Name
Using alternate database schemas
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.
Access Database Connection String
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;
MISSING file move with multiple files
If you want to move the MISSING files from the Output folder to another folder and create multiple MISSING files then use this script for the .bat file:
ren “C:\Users\dgraves.META\Desktop\Folder1\Missing.pdf” Missing-%date:~10,4%%date:~7,2%%date:~4,2%_%time:~0,2%%time:~3,2%.PDF
Move “C:\Users\dgraves.META\Desktop\Folder1\Missing*.pdf” “C:\Users\dgraves.META\Desktop\Folder2”
This will rename the file to MISSING-DATE_TIME and then move it to another folder.
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
SimpleIndex creates output files with upper case file extensions but we use an UNIX-based fileserver which requires lower case file extensions. How can i change the output file extension from upper case to lower case (e.g. from .PDF to .pdf)?
In SimpleIndex 6, file extensions were changed to default to lower case so this should no longer be an issue. If you want to default back to upper case file extensions, you must edit the registry.
Go to HKEY_LOCAL_MACHINE\Software\SimpleIndex\Misc
Create a String value called “UpperCaseFileExtension” and set to 1 for upper case or 0 for lower case.
This registry setting will also work to change the default behavior of version 5.
- Published in Export
Is it possible to have the scanned image itself added to a database and not just the image path?
Yes. Image files can be inserted into binary fields in Access, SQL Server, Oracle, MySQL and other databases.
Check the “Store files as binary objects” option on the Database tab and the “Output File Field” setting can be mapped to a binary field.
If using PDF, MS Office or other non-image files, use the File Type Field to store the file extension of the stored file.
SimpleSearch mode will let you view files stored using this method as well.
- Published in Database & Retrieval, Export
When exporting to a database, I get the error “Multi-step operation generated errors”
This error is usually caused when the data you are trying to insert does not match the data type of the database field. This could be a text value being inserted into a number or date field, or a text value that is longer than the maximum length of the field.
To avoid this error, be sure to use the correct Field Type and/or Template on the Index tab to force the user to enter data in the correct format. You may also need to adjust the data types or lengths for your database fields.
- Published in Database & Retrieval
Is it possible to restrict user access to certain documents in Retrieval Mode?
If the database you use to store index information has security access features, you can use these to manage access to documents with SimpleIndex retrieval mode.
In your database, create user accounts and groups and assign them the appropriate permissions to records in your document database.
In SimpleIndex, check the “Require Logon” option on the Logging tab to force the user to logon to the database using the accounts you created. When they search and view documents, they will only be able to access records that the corresponding database user has been assigned access to.
- Published in Database & Retrieval
How do you configure full text searching in Retrieval mode?
On the Database tab there dropdown in the lower portion of the panel for Full Text OCR Field. Put the name of the field that will store the full-text data there. This must be configured both for Insert and Retrieval mode configurations. The database field needs to be sufficient length to store the entire text of your document. Of course, the Insert Mode configuration must have “Enable Full Page OCR” checked to generate full text data from images. Text from MS Office documents, PDF files and existing OCR text files can be used without setting this option. When designing your Retrieval Mode configuration, create a Text field to use for full text search queries. On the Database tab, set the corresponding “Database Field Name” to the full text database field. When searching on your full text field, SimpleIndex finds the text you enter no matter where it appears in the document. It is able to match partial words. It does not perform boolean or natural language search
- Published in Database & Retrieval, OCR
What is “Match & Attach” mode?
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.
- Published in Database & Retrieval, Export
How do you configure the Autofill feature?
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
- Published in Database & Retrieval, Indexing & UI
How can I configure SimpleIndex to perform bates stamping or page numbering for my images?
This is all done through the electronic imprinting features, which puts the desired information electronically on the output images that are saved in your output folder. This is all done in SimpleIndex by clicking ‘Options’ then going to the ‘Imprint’ tab. To implement bates stamping or page numbering click the ‘Enable imprinting’ check box and also the ‘Imprint page numbers’ check box. This is the most basic method, but there are also features which allow you to manipulate what this information is, what it looks like and where on the page it will go. The ‘Font Size’ field allows you to choose what point font you would like the imprinted value to be. The ‘Page # Length’ lets you determine how many digits you would like the page number or bates number to be. It will add leading zeros to the page number based on the number you enter into this field. This is used to keep images with page numbers in the proper order wh
- Published in Export, Imprinting & Watermarking
How do I connect to an SQL Server database?
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.
- Published in Database & Retrieval
How do I connect to an existing Access database?
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.
- Published in Database & Retrieval
Can OCR text be saved to MS Word or HTML formats?
Yes. On the Zones & OCR tab of the Job Options, there is a dropdown list for “Full-page OCR file type”. By default it is set to TEXT, but can be changed to WORD, HTML or PDF.
If the output file type is set to PDF, OCR text will be embedded as hidden text in the PDF file.
Find out more about Optical Character Recognition on the SimpleOCR Guide.
- Published in Licensing & Installation, OCR
Can SimpleIndex create searchable PDF Image+Text files with hidden text?
If you enable full-page OCR and output to PDF, the full-page OCR text will be inserted as invisible text on each page.
With the addition of the FineReader Engine in version 7, SimpleIndex now creates PDF files with fully searchable text formatted to flow with the image of the document.
Find out more about Optical Character Recognition on the SimpleOCR Guide.
- Published in Export, OCR, Office PDF Text Processing
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