Database

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Database

The Database page lets you configure a database to export index data and images. You can also use a database to search and view existing files.

Configuration of the database settings is similar to the Job Options screen. Index field mappings have been moved to the index field wizard. Use this screen to configure the data source connection, target table and special fields.

Database Design Overview

This overview will help you understand the overall database configuration scheme. The sections that follow give detailed descriptions of how to configure each setting on the database page.

The database interface with SimpleIndex was designed to provide low-level interaction with any database to provide a wide variety of new functionality for a multi-user environment.

Most document capture software comes with its own internal database that is used to manage scanned batches and index values until they are exported. SimpleIndex saves index data directly to fields in your database, giving you instant access to new images as they are being processed. This also allows SimpleIndex to work directly with custom database programs without any custom programming.

SimpleIndex’s database interface provides this functionality by operating in four “modes”: Insert New Records, Update Existing Records, Retrieve and View Records, and Match and Attach.

1. When images are scanned, records must be “inserted” into the database to store the image file location and pre-indexed data.
3. Manual indexing is done by retrieving a batch of records on another workstation and “updating” them with the correct index data.
5. Users may view scanned images by “retrieving” them from the database based on index criteria and viewing the matching documents.
7. Existing database records can be updated in batches, linking files and updating index fields automatically.

Processing stages can be tracked using the Revision Level field. This field keeps track of how many times a document has been processed (scanning, indexing, double-key verification, QC review, etc.) as well as who is currently working on a document.

SimpleIndex assumes the database is configured to have a single table or view that contains all the index fields and a field to store the path to the image file.

This table may include fields for the batch ID, page count, and full-text OCR.

You may also store batch log information in a separate table for productivity tracking.

Database Mode

See Database Mode.

Table or View

SimpleIndex is designed to store index information and the path to the image files in a single table or query. Select a table or query that will store this information here.

To use SimpleIndex in Insert Mode, the table or query must have a primary key that is generated automatically (Autonumber, GUID, etc.).

Use the Load button after you have entered the name of your table to load the field selectors with a list of the available fields from that table.

It is possible to use a query (also called a view) that allows you to store index information and image data in separate tables. Depending on the database type, there are constraints on the field relationships necessary to create a query that supports inserting and updating. Please ensure your query is updatable before using it with SimpleIndex. Consult your database documentation for more information on creating updateable queries.

Output File Field

The Output File Field is used to store the path to the image file corresponding to the current record.

It is recommended that you use the relative path instead of the full path to store the image filename. Doing this allows you to move the images to another storage server without having to perform a complex update on this field to reflect the change.

Uncheck the Output full path to exported files option to store the relative path, leaving off the Output folder.

If the images move, you only need to enter the new path in the Input and Output folders of your SimpleIndex configuration files to make your document management system work in the new location.

File Type Field

This field stores the file extension for each file. It is designed to be used when storing files as binary objects to allow SimpleIndex to determine what type of file the data represents, so it can be displayed in the correct viewer.

Rename Files in Update Mode

This option will cause saved images in Update mode to be moved from the Input folder to the Output folder, and renamed using the subfolder and filename determined by the Index settings.

This makes it possible to do a variety of 2-stage indexing processes. Some examples are:

• Scan and create multi-page files with separator sheets, then index and rename those files with Update mode.
• Use scheduled OCR to automatically index fields and Update mode to correct OCR mistakes and move files to their destination
• Keep files in a temporary location during processing and move to a production server once indexing is complete

Skip Insert if output File Exists

When you scan using the same configuration with the same index values, images are appended to the existing files. In most cases, you do not want another record created in the database for the same file. Check this box to prevent these duplicate records from being created.

Store Files as Binary Objects

Check this option to store the file data in the database field defined in the Output File Field instead of the default behavior, which is to save the path to the external file in this field. This allows all data to be stored within the database server without the need for separate files on the network.

Use the File Type Field setting to indicate the file type for documents stored in the database. In Retrieval and Update modes, this is used to determine the proper viewer to display the file in.

Remove Local Copy After Export

Uncheck this option to keep a copy of the exported files in the Output folder after they have been saved to the database as a binary object.

Revision Field/Level

The Revision Field is used to indicate different queues that can be used for different types of processing. In Insert mode, the Revision Level value you enter is stored in the selected field. In Update mode, the user retrieves only images that match the selected Revision Level, and this value is incremented by 1 whenever the user saves an index value using the Save Index button.

By incrementing the value of the Revision Level, it is possible to tell which stage of processing each image is in. Typically, scanners will insert records with a Revision Level of 0. Indexers then update these records with the field information and increment the level to 1. Double-key indexers or QC reviewers finally update the level to 2, indicating that processing is complete. Database stored procedures may then be implemented to move records with a level of 2 to a table on a production server if necessary.

IMPORTANT! The Revision Field must be defined as a text/varchar data type and not an Integer!

When used in Update mode, SimpleIndex “checks out” each batch to the current user by setting the Revision Field temporarily to the user’s ID, preventing the records from showing up in another user’s batches. For this reason, the Revision Field must be a multi-character data type with sufficient length to store the User ID.

Full Text OCR Field

If using Insert mode, this setting allows you to specify the name of a long text or memo field to use to store the full-text OCR results.

This will associate the image file and index information with the text of the document inside your database, making full-text search possible.

Page Count Field

If using Insert mode, this setting allows you to specify the name of a number field to use to store the page count for each file.

Sort By Field

In Insert and Update modes, this field will be used to sort the search results.

Data Source Configuration Wizard

See Data Source

Autofill Settings

See Autofill

Database Settings Training Video

Video was recorded in a previous version of SimpleIndex. Refer to the wiki documentation for latest updates.

Related Knowledge Base Articles

• Database Export Error
• Using alternate database schemas
• How do I setup Simpleindex to use a Database table field as a list file when the table is not the same as the table i am using on the Database Tab.
• If it possible for index values to be keyed twice to ensure accuracy (double-key verification)?
• Is it possible to have the scanned image itself added to a database and not just the image path?
• When exporting to a database, I get the error “Multi-step operation generated errors”
• How do you configure full text searching in Retrieval mode?
• How do I connect to an SQL Server database?
• How do I connect to an existing Access database?
• I know nothing about databases. Can I still use the database and Retrieval Mode features?

Next Step Indexing & File Naming