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 or values entered by the user or extracted with SimpleIndex. 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.
You can use one, two or three index fields as the key values to extract data from your data source. These index fields can be any of the various types of manual and automatic fields. Once the fields are matched the lookup information will get filled in to the Autofill Index fields.
Instructions
- Navigate to the Indexing & File Naming step in the Job Options Wizard under the File menu.
- Create an Index field(s) in SimpleIndex that will be used for the key matching value(s), which will pull the information from the database. This Index field can be any Type other than Autofill.
- Click the “Autofill Settings…” button on the top right.
- Select the “Datasource:” configured in the Database step in the drop down or click the “New Data Source…” button to create a new connection.
- Click the Load button, which loads the data from the database.
- Select the Table or View that the data is in in the “Table or View:” drop down.
- Select the key field from the database that will be used to match against to pull the other data from the other columns in the selected Table or View from the “Database Key Field 1:” drop down. If other index fields are required for matching the correct records select these in “Database Key Field 2:” and “Database Key Field 3:”
- Select the key index field from SimpleIndex that will be entered or extracted and used to match against the database in the “Index Key Field 1:” drop down. If other index fields are required for matching the correct records select these in the “Index Key Field 2:” and “Index Key Field 2:”, making sure that the correct SimpleIndex fields are linked to the correct database columns.
- Click Finish
- Create new Autofill index fields for each piece of additional data needed to be filled in based on the key field(s). The Template for each of the Autofill index fields should be the exact name of the column from the data source that should be filled.
By checking the “Allow manual input in Autofill fields” the users can edit the filled data manually. By checking “Automatically select first matching record” it will select the first record in the table that matches instead of asking which record should be used, when multiple records in the data source have the same data. By checking “Match on single Key Field” it will match on just one of the key fields, instead of requiring all key fields be match, when multiple key matching fields are used. By checking “Cascading List Mode” each autofill field is displayed as a drop down list populated by the records that match the key field(s) and each selection filters the next list for matching values.
Related Links
- Published in Database & Retrieval, Indexing & UI
How do I connect to an SQL Server database?
SimpleIndex has the ability to export, query or autofill from an SQL database. This allows you to upload data that is indexed with SimpleIndex to a table or view, search against the database or pull information from the database based on a key value.
Insert New Data
- Open the Job Settings Wizard and go to the Database step
- Set the Database Mode to Insert New Records
- Click the “New Data Source…: button
- Select the SQL Database radio button and click Next
- Fill in the “Server:”, “Database:”, “Username:” and “Password” for the SQL Database
- Click the “Build” button to generate the Database Connection String
- Click the “Test” button to confirm SimpleIndex is connected to the Database properly
- Click the “Load” button under “Table or View:” and then select the Table or View that needs to be Inserted to
- Link all of the fields in SimpleIndex to the columns in the database that they should Insert to
Search Existing Data
- Open the Job Settings Wizard and go to the Database step
- Set the Database Mode to Retrieve and View Records
- Click the “New Data Source…: button
- Select the SQL Database radio button and click Next
- Fill in the “Server:”, “Database:”, “Username:” and “Password” for the SQL Database
- Click the “Build” button to generate the Database Connection String
- Click the “Test” button to confirm SimpleIndex is connected to the Database properly
- Click the “Load” button under “Table or View:” and then select the Table or View that needs to be Inserted to
- Link all of the fields in SimpleIndex to the columns in the database that they should Insert to
Autofill Based on Key Values
- Open the Job Settings Wizard and go to the Indexing & File Naming Step
- Click the “Autofill Settings…” button
- Select the SQL Database radio button and click Next
- Fill in the “Server:”, “Database:”, “Username:” and “Password:” for the SQL Database
- Click the “Build” button to generate the Database Connection String
- Click the “Test” button to confirm SimpleIndex is connected to the Database properly
- Click the “Load” button under “Table or View:” and then select the Table or View that needs to be Inserted to
- Select the key field for the database column in the “Database Key Field 1:”
- Select the key field for the SimpleIndex index field in the “Index Key Field 1:”
- Set-up the Autofill fields that need to be filled in based on the key field
Related Links
- Published in Database & Retrieval
How do I connect to an existing Access database?
SimpleIndex has the ability to export, query or autofill from an Access database. This allows you to upload data that is indexed with SimpleIndex to a table or query, search against the database or pull information from the database based on a key value.
Insert New Data
- Open the Job Settings Wizard and go to the Database step
- Set the Database Mode to Insert New Records
- Click the “New Data Source…: button
- Select the Microsoft Access radio button and click Next
- Click “Browse…” button under “Access Database:”, browse to the database file, select it and click Open
- Click the “Load” button under “Table or View:” and then select the Table or Query that needs to be Inserted to
- Link all of the fields in SimpleIndex to the columns in the database that they should Insert to
Search Existing Data
- Open the Job Settings Wizard and go to the Database step
- Set the Database Mode to Retrieve and View Records
- Click the “New Data Source…: button
- Select the Microsoft Access radio button and click Next
- Click “Browse…” button under “Access Database:”, browse to the database file, select it and click Open
- Click the “Load” button under “Table or View:” and then select the Table or Query that needs to be Inserted to
- Link all of the fields in SimpleIndex to the columns in the database that they should Insert to
Autofill Based on Key Values
- Open the Job Settings Wizard and go to the Indexing & File Naming Step
- Click the “Autofill Settings…” button
- Click the “New Data Source…: button
- Select the Microsoft Access radio button and click Next
- Click “Browse…” button under “Access Database:”, browse to the database file, select it and click Open
- Click the “Load” button under “Table or View:” and then select the Table or Query that is being filled from
- Select the key field for the database column in the “Database Key Field 1:”
- Select the key field for the SimpleIndex index field in the “Index Key Field 1:”
- Set-up the Autofill fields that need to be filled in based on the key field
Related Links
- Published in Database & Retrieval