SQL and ODBC database integration.

How do I delete an image and it’s database entry?

If your Job Settings Wizard configuration’s of Database mode setting is set to “Update Existing Records”, the database record and the image will be deleted when you delete an image from a batch. The Table Name must be an updateable query or table and you must have sufficient permissions for both the database record and the file.

You cannot delete files with SimpleSearch. To enable retrieval users to change indexes, rename or delete files, use a SimpleIndex Standard license.

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Will your SimpleQB allow me to scan in old invoices or bank statements directly into QuickBooks?

SimpleQB enables you to scan and link documents to QuickBooks transactions through a custom menu. When you have an invoice, purchase order, work order, bank reconciliation or other transaction open, simply click the Scan menu to scan a document and save it with that transaction.

To view the documents for a transaction, just click the View menu.

You can also use SimpleSearch to find and view documents scanned with SimpleQB without the QuickBooks interface.

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How do I use the Media Wizard to create searchable DVDs or thumb drives?

To enable the Media Wizard, you must first create a job configuration that exports index information to an Access database. Once you have scanned all the documents for the CD or DVD and attached them to the database, create a second job that uses “Retrieve and View Records” to search and view these files.

The media wizard will be enabled in the Send menu whenever you have this configuration file open. The sample configurations included with SimpleIndex demonstrate scanning and searching with an Access database. Microsoft Access is not required to create the database.

The media wizard will copy the Access database and all of the files in your Output folder to a temporary folder, along with the SimpleSearch configuration and Autorun files needed to search the files from a CD or DVD. Simply burn all the files in this folder to create the searchable disc.

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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.

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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.

This allows documents to be indexed with a variety of information and then have it find a particular record based on up to three different key indexes in a data source.  It can then fill in additional data columns with indexed information along with the full text information, page count, batch ID and image path.

The Match & Attach uses the key field in the  “Autofill Settings…” in the Indexing & File Naming step of the Job Settings Wizard in the File menu.  Then fills the data into any blank columns for the record in the database and also changes any fields that are different.

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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

  1. Navigate to the Indexing & File Naming step in the Job Options Wizard under the File menu.
  2. 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.
  3. Click the “Autofill Settings…” button on the top right.
  4. Select the “Datasource:” configured in the Database step in the drop down or click the “New Data Source…” button to create a new connection.
  5. Click the Load button, which loads the data from the database.
  6. Select the Table or View that the data is in in the “Table or View:” drop down.
  7. 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:”
  8. 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.
  9. Click Finish
  10. 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.

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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

  1. Open the Job Settings Wizard and go to the Database step
  2. Set the Database Mode to Insert New Records
  3. Click the “New Data  Source…: button
  4. Select the SQL Database radio button and click Next
  5. Fill in the “Server:”, “Database:”, “Username:” and “Password” for the SQL Database
  6. Click the “Build” button to generate the Database Connection String
  7. Click the “Test” button to confirm SimpleIndex is connected to the Database properly
  8. Click the “Load” button under “Table or View:” and then select the Table or View that needs to be Inserted to
  9. Link all of the fields in SimpleIndex to the columns in the database that they should Insert to

Search Existing Data

  1. Open the Job Settings Wizard and go to the Database step
  2. Set the Database Mode to Retrieve and View Records
  3. Click the “New Data  Source…: button
  4. Select the SQL Database radio button and click Next
  5. Fill in the “Server:”, “Database:”, “Username:” and “Password” for the SQL Database
  6. Click the “Build” button to generate the Database Connection String
  7. Click the “Test” button to confirm SimpleIndex is connected to the Database properly
  8. Click the “Load” button under “Table or View:” and then select the Table or View that needs to be Inserted to
  9. Link all of the fields in SimpleIndex to the columns in the database that they should Insert to

Autofill Based on Key Values

  1. Open the Job Settings Wizard and go to the Indexing & File Naming Step
  2. Click the “Autofill Settings…” button
  3. Select the SQL Database radio button and click Next
  4. Fill in the “Server:”, “Database:”, “Username:” and “Password:” for the SQL Database
  5. Click the “Build” button to generate the Database Connection String
  6. Click the “Test” button to confirm SimpleIndex is connected to the Database properly
  7. Click the “Load” button under “Table or View:” and then select the Table or View that needs to be Inserted to
  8. Select the key field for the database column in the “Database Key Field 1:”
  9. Select the key field for the SimpleIndex index field in the “Index Key Field 1:”
  10. Set-up the Autofill fields that need to be filled in based on the key field

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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

  1. Open the Job Settings Wizard and go to the Database step
  2. Set the Database Mode to Insert New Records
  3. Click the “New Data  Source…: button
  4. Select the Microsoft Access radio button and click Next
  5. Click “Browse…” button under “Access Database:”, browse to the database file, select it and click Open
  6. Click the “Load” button under “Table or View:” and then select the Table or Query that needs to be Inserted to
  7. Link all of the fields in SimpleIndex to the columns in the database that they should Insert to

Search Existing Data

  1. Open the Job Settings Wizard and go to the Database step
  2. Set the Database Mode to Retrieve and View Records
  3. Click the “New Data  Source…: button
  4. Select the Microsoft Access radio button and click Next
  5. Click “Browse…” button under “Access Database:”, browse to the database file, select it and click Open
  6. Click the “Load” button under “Table or View:” and then select the Table or Query that needs to be Inserted to
  7. Link all of the fields in SimpleIndex to the columns in the database that they should Insert to

Autofill Based on Key Values

  1. Open the Job Settings Wizard and go to the Indexing & File Naming Step
  2. Click the “Autofill Settings…” button
  3. Click the “New Data  Source…: button
  4. Select the Microsoft Access radio button and click Next
  5. Click “Browse…” button under “Access Database:”, browse to the database file, select it and click Open
  6. Click the “Load” button under “Table or View:” and then select the Table or Query that is being filled from
  7. Select the key field for the database column in the “Database Key Field 1:”
  8. Select the key field for the SimpleIndex index field in the “Index Key Field 1:”
  9. Set-up the Autofill fields that need to be filled in based on the key field

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I know nothing about databases. Can I still use the database and Retrieval Mode features?

Yes! We’ve made it simple to create a database that you can use to store index information and perform searches with SimpleIndex Retrieval Mode.

Once you have configured a SimpleIndex job to scan and store documents on your network, use these steps to create a database to store index information for searching:

  1. Go to the Database step in the Job Settings Wizard
  2. Click “New Data Source…”
  3. Select Default and then click Next
  4. Click Yes when asked to “Copy default database to config file folder and configure settings?”
  5. The database will be copied to the folder that the Job Configuration is saved in and the name of the database will be the same name as the Job Configuration with all of the fields in SimpleIndex

This creates a database and automatically links it to your SimpleIndex Job Configuration for uploading to or searching from.

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