Multiple Users

SimpleIndex is able to work in multi-user configurations and multi-step workflows. There are a number of settings and job design considerations to make when creating jobs for multiple users. These are summarized on this page.

Using Folders

Simple workflows can be implemented without a database. For example, batches can be scanned from multiple workstations to a common folder and batched into unique subfolders. An Unattended Processing station can perform OCR on those files and move the results to another folder, where Verification users can edit the results.

Use the Process Subfolders and Remove Empty Subfolders options to use subfolders for batching files.

Use the Fixed field value %INSUBFOLDER% to capture the subfolder name as an index field. Other Fixed values use additional subfolders or file name parts to save data from one job to the next.

The Prevent other jobs from running option places a file called "STOPFILE.txt" in the Input and Output folders when importing and exporting. Other jobs will check for this file before reading or writing to that folder to avoid conflicts.

Using a Database

Use a database to manage batches and data.

The initial import step uses Insert mode to add records to the database.

Processing and Verification stages use Update mode to manage batches and save index data.

The Revision Field and Revision Level settings track batches through the workflow stages. The Revision Level is used to filter the results for the current job and incremented each time a record is saved.

The Batch ID Field keeps batches of documents together when there is no search criteria entered by a user. When you click Run Job it will find the next Batch ID and "check out" the documents in that batch to the current user. It does this by setting the Revision Field to the User Name plus the Revision Level to prevent other users from processing the same batch.

For details, see Database.

Tracking Users

User accounts can be used for productivity tracking and database authentication.

Configure the User Logon Options to create a list of users that can be be selected when the job file is opened.

User names are added to the Batch Log Table records to track who processed each batch.

High Volume Scanning

Job options and design consideration to make for High Volume Scanning projects.