The following information details the connectivity and functionality offered by the EzeScan integration with the TechnologyOne ECM solution. It details the available options and how to configure an EzeScan job into TechnologyOne ECM.

For information on TechnologyOne ECM please refer to the TechnologyOne website - https://www.technologyonecorp.com

For information on EzeScan please refer to the EzeScan website - https://ezescan.com.au

Developed for Ezescan Release: 5.0.15.4009

NOTE

It is assumed that the operator has read about, or is familiar with EzeScan Job/Route, KFI and UPLOAD modules. If not, please refer to the EzeScan PRO, KFI and UPLOAD documentation. It is also assumed that the operator is experienced with the TechnologyOne ECM product.

System Requirements

EzeScan supports integration using the DAS client (versions 4.03 and below) and CMIS versions

ECM Connect (DAS)

The DAS client must be installed on the EzeScan PC.

An ODBC (read only) connection is required to pull back the document schema from the TechnologyOne ECM Server.

CMIS

The ECM server must be on CiAnywhere with at least release 2016B.

Configuring Connection Settings

When configuring a Job, KFI or Upload to use the TechnologyOne ECM connector the connection settings panel must be filled in. There are two ways this can be achieved:

  1. If only using a single repository, it is recommended that the TechnologyOne ECM connection settings are configured at workstation level, in the Workstation Options.
  2. If not, the configuration can be set in the respective JOB, KFI and UPLOAD eDRMS options instead.

Workstation Options


The screenshot shown in Figure 1 below provides a pictorial view of the following steps.

  1. Click on Admin and choose Workstation Options
  2. Click the EDRMS tab
  3. Select the TechnologyOne ECM option from drop down list
  4. Enter the Server Name…
    1. eg. for DAS http://TechnologyOne ECM server name:port/
    2. eg. for CMIS https://website/T1Default/CiAnywhere/Web/Prod/

      NOTE

      For the CMIS make sure you remove the /Workplace from the end of the URL.

  5. Select Connector type from drop down list…
    1. Choose ECM Connect for 4.03 (or below) using the DAS client        OR
    2. Choose CMIS for CiAnywhere sites
  6. Enter the Repository ID.......... g. T1 (CMIS Only)
  7. Select the required Authentication Methods from drop down list… (CMIS Only)
    1. Choose Default which means the operator will need to enter a username / password          OR
    2. Choose Claims-based which uses the SAML authentication method.
  8. Enter a Username................. this is the username for the ECM Server.
  9. Enter a Password................... this is the user password - need to remember it is case sensitive.

    NOTE

    If multiple users are using the EzeScan PC or the operator wishes to use the login from the DAS client, keep the Username and Password blank.

  10. Click into the ECM Settings File field and then click the Browse  button to begin the creation of the XML file to be used by the KFI’s.
    1. This file creation process is documented in the Setting the XML Document Schema section.
  11. Click Save to complete the Global Settings. Figure 1 - Setting the TechnologyOne ECM Global Settings in the Workstation Options

Applying the Global Settings to a Job, KFI or Upload

NOTE

These options are only available if the Global Settings have been set in the Workstation Options.

Jobs

  1. Output tab............................ select Other Destination = TechnologyOne ECM from drop down list
  2. Click the Advanced button and select the TechnologyOne ECM tabFigure 2
  3. Tick the Use Global Connection Settings box Figure 3 - setting Global Connection Settings on a Job

KFIs

  1. Click on the EDRMS tab of the KFI
  2. Select TechnologyOne ECM from drop down list
  3. Tick the Use Global Connection Settings boxFigure 4 - setting Global Connection Settings on a KFI

Uploads

  1. Select TechnologyOne ECM from drop down list
  2. Tick the Use Global Connection Settings boxFigure 5 - setting Global Connection Settings on an Upload

Configuring Connection Settings in Jobs, KFI & Uploads


The same process is used as covered in the previous section except it must be done whenever a Job, KFI or Upload needs to connect to ECM.

TIP:  The only time this really needs to be done is when setting up new configurations and you want to run test jobs which load processed documents into a Test/Dev Repository. It is therefore recommended to utilise the Global Settings in the Workstation options on your site if using one (Production) Repository.

Setting the XML Document Schema

Step 10 of the Configuring Connection settings section continues here.

Once the Connections settings have been completed the ECM Settings File must be created. This will be in an XML format and will be used to create the links to the various Indexes in ECM.

The XML settings are slightly different depending on the CMIS or DAS connections. The primary difference being the DAS will require an ODBC DSN set-up whereas the CMIS does not.Figure 6 - click the browse button to begin the creation of the ECM (XML) settings file.

ECM Connect connections - CMIS


Create Search Profiles

Clicking the Browse button on the ECM Settings File field will launch the screen shown in Figure 7.

  1. The first step is to click the   Add    button to create the first profileFigure 7 - click the Add button to create each Profile to be used
  2. Give the Search Profile a name e.g. Correspondent (for the name/NAR index)Figure 8
  3. Select the newly created search profile (e.g. Correspondent)
  4. Click the Edit   button and the screen below will appear. Find the index name you require e.g. Correspondent and click the   Select Fields   
  5. Select the fields to be used in the search e.g. Surname, Given Name, Email, Description etc
  6. Click OK once the required fields have been selectedFigure 9 - selecting the fields to be used in the Correspondent search screen
  7. Now choose the field order using the Select Order   
  8. Use the Up & Down arrows to sort the fields into the required order (as shown in Figure 10)

    TIP: Suggest sorting so most used items to top of list e.g. Surname, Given Name etc

  9. Click the OK button once the fields have been sortedFigure 10 - sorting the search fields
  10. Click OK again to save the search profile and return to the main search profiles window.
  11. Click the Save   button and save the newly creates search profile to a location which will be accessible by all operators using EzeScan to profile the CMIS related documents.
    1. This should be a network location which multiple EzeScan clients can use.
  12. This will create an XML file so give it an appropriate name such as xml.
  13. Click Close when complete.Figure 11- saving the Search profile and creating the XML files
  14. Repeat the above steps for additional search profiles such as Property, Applications, Streets, Subject etc

NOTE

When creating new search profiles and the Save button is clicked; you will need to locate the existing XML file and when you click Save you will be prompted to replace it.
Always select the Yes option to “replace it”.

ECM Connect connections - DAS


NOTE

This is required for “ECM Connect /DAS clients” connections only.

The DAS ECM Settings Files requires a new ODBC System DSN to be created.

  1. To do this open the Run command from the start menu, enter odbcad32 and click OK.Figure 12 - initaiting the ODBC Data Source Admin window
  2. This will then show the ODBC Data Source Administrator
  3. Navigate to the ‘System DSN’ tab and click “Add”.Figure 13 - select System DSN tab & click on Add button
  4. The operator will now be prompted to select a driver for the new data source.
  5. Select the SQL Server driver and click FinishFigure 14 - Select the SQL Server driver and click Finish
  6. Next the operator will be prompted to Name and Description for the Data Source.
  7. Select the SQL Server which the connection is to be created against and click the Next buttonFigure 15 - adding the data source and server name
  8. The operator will then be prompted for the verification or login id for the new data source (see Figure 16).
  9. Select with SQL server authentication using a login ID and password
  10. Populate the boxes with the appropriate Username & Password and click the NextFigure 16 - set the SQL authentication

Configure EzeScan to obtain the schema

NOTE

This is required for “ECM Connect” connections only.

If using one ECM server for the EzeScan installation the configuration can be set in the EzeScan workstation options.

If not, the configuration can be set in the respective JOB, KFI and UPLOAD EDRMS options.

  1. Load EzeScan -> Select Admin -> Workstation Options -> EDRMS
  2. Select the TechnologyOne ECM ODBC DSN
  3. Complete the Server, Username and Password details
  4. Click the Browse  button for the ECM settings Files and the following screen will appear.Figure 17 - TechnologyOne ECM Settings - ODBC settings
  5. Fill out the DSN, Username and Password settings.
  6. The Document Fields tab will have automatically pulled the corresponding values from TechnologyOne ECM, as shown in Figure 18.
  7. To update click on the Update buttonFigure 18 - TechnologyOne ECM Settings - Document Fields settings
  8. The Note Templates tab should have also automatically pulled the corresponding values from TechnologyOne ECM.
  9. To update click on the Update buttonFigure 19 - TechnologyOne ECM Settings - Note Temaplates settings

Creating search profiles

  1. Click on the Search Profile tab, to browse across multiple additional fields, and click on the Add buttonFigure 20
  2. Name the new Search Profile and click OK.Figure 21 - give the new search profile a name
  3. Select a view from the panel on the right and click ‘Select Fields’
  4. Click the Edit   button and the screen below will appear. Find the index name you require e.g. Customer and click the   Select Fields   buttonFigure 22 - Selecting the index fields to use in your searching
  5. The operator may now configure the settings per field. The operator can also choose the field order using the Select Order

    TIP: Suggest sorting so most used items to top of list e.g. Surname, Given Name etc

    Figure 23 - sorting the search fields

  6. Click OK and then click Save
  7. Choose a location of where the XML file is to be stored
    1. This should be a network location which multiple EzeScan clients can use.
  8. Click Close and then Save when complete.

Explaining the Search Profiles View Settings fields

Field Name

This is the ECM field Name

Display Name

This is the how the field will be displayed in the EzeScan search screen

Default Value

This is if a default value is to be applied (note: the operator can put in KFI field values. E.g. if a previous KFI field value needs to be used in the search the operator could enter <<F1>> in the Default Value box. F1 = Field 1, F2 = Field 2 and so on)

Comparison Type

This is the operator to be to be used in the search field.

The options are default (contains), Begins, Equals, Contains, Not Equals

Input Type

This is whether the field will have one search box or three. The multi text box will allow the operator to enter multiple entries. For example…

A Single input box…

Figure 24

A Multi input box…

Figure 25

Query Additional Fields

This option allows for additional fields to be searched inside the selected field. Click the edit button and choose any additional fields that the operator wishes to be searched upon.

Auto Expand Search Results

This option will expand the results so all index levels can be seen. Use this is usually attaching a 2nd level or deeper index to the document.

Enable Add Index Button (DAS Only)

This option will enable an Add button on the search form for if there is no result the add button will display the respective ECM web page to add an index

Job Settings

  1. Using a simple output to TechnologyOne ECM form
    1. This can be created with a Job only, commonly used for low volume scanning or “ad hoc” type scanning.
    2. This would usually be a separate EzeScan job for either of these…
      • one job to scan and save to TechnologyOne ECM
      • another job to import from TechnologyOne ECM, mark-up/redact/adjust and save to resave to TechnologyOne ECM.

  2. Using the KFI and UPLOAD modules
    1. This would be used for specific workflows that utilise EzeScan KFI to assist in minimal data entry, reusing data, forms extraction and setting workflow defaults.
  3. Using the SERVER Routing Module
    1. This uses the SERVER Routing, KFI and UPLOAD module functionality but allows EzeScan to be run as a Windows Service.

NOTE

Different licensable modules may be required for the above configurations.

Output documents using Job Profile Form


To enable TechnologyOne ECM output functionality on a Job:

  1. Output tab............................ select Other Destination = TechnologyOne ECM from drop down list
  2. Click the Advanced buttonFigure 26
  3. Tick the Use Global Connection Settings boxFigure 27 - setting Global Connection Settings on a Job
  4. Click Save when complete.

    TIP: Refer to the example of setting up and running a Job to output documents to TechnologyOne ECM using just a Job Form.

Import documents from TechnologyOne ECM for reprocessing


If there is a requirement to import documents from TechnologyOne ECM into EzeScan, (e.g. for mark-up/redaction purposes or to adjust a document) an EzeScan job can be configured to pull the file from TechnologyOne ECM.

NOTE

TechnologyOne ECM Import functionality on a Job is only available when Output to TechnologyOne ECM is configured, as outlined in the previous section.

To enable Import File functionality on a Job:

  1. Click Admin and choose Jobs (F6).
  2. Create a new Job or select an existing Job you want to modify.
  3. Output tab…
    1. select Other Destination = TechnologyOne ECM from drop down list
    2. Click the Advanced buttonFigure 28
    3. Tick the Use Global Connection Settings boxFigure 29 - setting Global Connection Settings on a Job
  4. Import tab…
  5. Click Save when complete.
  6. Click the Import tab, enable the “Import pile processing" option and then click on to create an import connector source and select TechnologyOne ECM (CMIS). Tick Use Global Connection Settings.Figure 30
  7. To import a file from the TechnologyOne ECM Server simply select “Import” and EzeScan will connect with the TechnologyOne ECM server and allow you to browse to the file required and then bring it in to allow the user to re-profile it.

    TIP: Refer to the example of setting up a Job, KFI and Upload to output documents to TechnologyOne ECM.

KFI Field Settings

The KFI Field Settings allow the operator to browse into TechnologyOne ECM during KFI indexing so the operator can then select folders and object metadata to be applied to the document.

NOTE

The following functionality requires that the EzeScan workstation be licensed for the EDRMS as well as KFI and UPLOAD modules. 

Enabling browse options


The TechnologyOne ECM settings must be configured before a KFI field can use the TechnologyOne ECM browse functionality.

  1. Press F7 to display the KFI
  2. Select the EDRMS
  3. Select TechnologyOne ECM from drop down list
  4. Tick the Use Global Connection Settings box or manually fill in the Connection settings.Figure 31 - selecting the TechnologyOne ECM “Use Global Settings” on the KFI

    TIP: Refer to the Configuring Connection Settings section for details on setting up the Global Connection Settings

  5. Select the Fields
  6. Click the Edit link under Properties for the required fieldFigure 32 - Select the Fields tab and Edit the required field
  7. Select the TechnologyOne ECM tab
  8. Tick the Enable TechnologyOne ECM Browse  button box 
  9. Leave the default setting of Search Document Indexes selected
  10. Click in the Search Profile field and then on the Browse  button to bring up the Select Search Profile window (as shown in Figure 34). In this example the Correspondent search profile was selected
  11. Click in the Search Views field and then on the Browse  button to bring up the Select Search View window (as shown in Figure 35). In this example the Correspondent index was selected.
  12. Ticking the “Retain Search Criteria” box will retain the last search made by the operator. Unticking it will provide a clear search window when the operator begins the search process.Figure 33 - Creating an ECM Index Lookup

Figure 34 - the Select Search Profile window

Figure 35 - the Select Search View window

TIP: Refer to the Configuring browse parameters section for more detail on configuring these parameters. Refer to the example of setting up a Job, KFI and Upload to output documents to TechnologyOne ECM.


Configuring browse parameters


Browse for field

The “Browse For” option determines the type of TechnologyOne ECM Browse which is shown when the Browse       button (F3) is pressed during indexing.

Option

Description

Add Note

Figure 36 - setting the Add Note option

When selected, this option enables the TechnologyOne ECM Browse    button to appear on the EzeScan Viewer KFI indexing panel.

This will allow the KFI operator to choose a Note Template to associate to the current document.

Choose Add Profile

When selected, this will allow the operator to browse the Quick Add Profiles in the ECM environment.

Choose Call Site

Figure 37 - setting the Choose Site option

When selected, this option enables the TechnologyOne ECM Browse    button to appear on the EzeScan Viewer KFI indexing panel.

This will allow the KFI operator to choose a Site value to associate to the document currently being profiled.

NOTE

The ‘Site’ field is usually renamed by customers so the operator will need to know which upload field to apply this metadata to.

Choose Call Type

Figure 38 - setting the Choose Type option

When selected, this option enables the TechnologyOne ECM Browse    button to appear on the EzeScan Viewer KFI indexing panel.

This will allow the KFI operator to choose a Document Type value to associate to the document currently being profiled.

Choose Class

Figure 39 - setting the Add Note option

When selected, this option enables the TechnologyOne ECM Browse    button to appear on the EzeScan Viewer KFI indexing panel.

This will allow the KFI operator to choose a classification type to associate to the document currently being profiled.

Choose Group

Figure 40 - setting the Choose Group option

When selected, this option enables the TechnologyOne ECM Browse    button to appear on the EzeScan Viewer KFI indexing panel.

This will allow the KFI operator to choose a User or Group to associate to the document currently being profiled.

The operator can use the Member Names setting if they wish to filter names out of the list.

Select the Member Names box and click the  button and then choose the members that are required.

NOTE

If making changes at a later date the previous names selected will be removed so use this option with care.

Search Document Indexes (about)

When selected, this option enables the TechnologyOne ECM Browse    button to appear on the EzeScan Viewer KFI indexing panel.

This will allow the KFI operator to choose a view to search on, select and then attach to the document.

Depending on the KFI field set-up requirements; the operator can select one of the options shown below…

1.    Use a Single Index

2.    Use Multiple Indexes

3.    Use All available Indexes

Refer to the following 3 sections for further details

1 - Search Document Indexes - use a Single Index

This set-up would normally be used when a specific type of index is required where the information returned from ECM is then used to populate another EzeScan field such as a name or property address.

Figure 41 - setting the Add Note option


1.    Check the Enable TechOne Browse button 

2.    Select Search Document Indexes

3.    Click in Search Profile field and click the Browse    button to launch the select Profile window (shown at right)

4.    Choose required Search Profile from the list

5.    In this example the Correspondent Index has been selected.

6.    Click OK to finish

Example:

When the operator profiles a document in EzeScan and they select the Browse    button the Correspondent index search window will appear (as shown in Figure 42)

Figure 42 - searching for a name in the Correspondent Index search window

2 - Search Document Indexes - use Multiple Indexes

In this example you need to create an index search in the XML lookup file (see page 9 for further details) which will allow selection of multiple indexes.

  • In this example the “Other Indexes” search was created which contains the following:

o   Property Index

o   Application Index

o   Streets Index

  • The operator would then need to select the appropriate index from a pulldown on the search screen as shown below.

Figure 43 - select an index to search

  • Select the required index to search

o   If additional indexes are required; select the View (e.g. Application), set the search criteria and click on the search button.

  • Each of the available indexes may be searched (one after the other) and multiple indexes of the same type may also be searched and returned to the KFI field.

o   Each index value returned will be separated by a Double Pipe ||

Figure 44 - 3 indexes have been returned by the search - separated by Double Pipes

3 -Search Document Indexes - use All available Indexes

This function is exactly the same as the last example except a search profile has been created for every available index which can be returned from ECM

Create Task

NOTE

*** Only to be used in the DAS environment; not in CMIS environment.

Figure 45 - setting the Choose Task option (DAS clients only)


When selected, this option enables the TechnologyOne ECM Browse    button o appear on the EzeScan Viewer KFI indexing panel.


This will allow the KFI operator to choose a Task to create and associate to the document currently being profiled. The variable options are Type of Task, Users, Deadline, Time period or No Time Limit.


The operator can also filter which tasks to display during KFI profiling. Click the ‘…’ button on Tasks Actions and select the tasks that are required.

Figure 46 - An example of a Task set on a document being profiled (DAS clients only)


The operator can also use the Member Names setting if they wish to filter names out of the list. Select the Member Names box and click the  button and then choose the members that are required.

NOTE

When making changes at a later date the previous names selected will be removed so use this option with care.

Upload Settings

The UPLOAD module will obtain the KFI output data to pass into TechnologyOne ECM saving the document and respective field data.

NOTE

The following functionality requires that the EzeScan Workstation be licensed for the EDRMS and KFI and UPLOAD modules.

Configuring connection parameters


  1. Open the Upload Form (F8).
  2. Choose the Upload Type you want to configure.
  3. On the left hand side in the Upload Properties pane choose TechnologyOne ECM in the Upload To list.
  4. Fill in the details of the TechnologyOne ECM server required for the Upload.
  5. If the EDRMS settings have been pre-configured (as per section 0) tick “Use Global Connection Settings”Figure 47
  6. The Return ID setting is whether to display the Document ID or the document Set ID after the document has been saved into ECM. To enable the message, please refer to section 9.7 How to display the TechnologyOne ECM Record Number after saving a document.
  7. Use the Column names from setting to set the KFI that will be used with the UPLOAD. This will automatically tell the UPLOAD Type what fields it will be looking for.

Configuring built-in upload fields


The following fields will appear after choosing Upload to TechnologyOne ECM in the Upload Properties pane. These are the default TechnologyOne ECM fields.

Each field can have its input set using the source field cell. They can be mapped from a KFI field or set to a static value.

Target Field

Description

Class Name

This field sets the level of classification of the uploaded document.

It may be set as a Static value as shown below or may be set to a mapped KFI field

Figure 48

Document Indexes

There are two ways to map the Document indexes.


It depends whether all indexes are captured in the one KFI field or over multiple fields.


The two variations are covered below…


All indexes in the one (single ) KFI field

  • Map the KFI field to the Document Indexes field…

Figure 49


TIP: Refer to the KFI sections about Multi Indexes and All Indexes  for details on setting these KFI functions up

Single Indexes set in the separate KFI fields

If the indexes have been broken up into multiple KFI entry fields then the operator can add additional Document Index mappings to the Upload

Figure 50 - Example of KFI index fields


To add extra Document Indexes click the   +    button, a new field mapping will appear, for example…

Figure 51 - Adding the Custom Field


Rename the Custom Field 1 to “Document Indexes - Your index name” and apply the respective KFI source field to it, for example…

  • Source Field = Search Street Name & Target Field = Document Indexes - Street Name
  • Source Field = Subject Index & Target Field = Document Indexes - Subject
  • Source Field = Search Name & Target Field = Document Indexes - Correspondent

Figure 52 - Example of the selected index types - Document Index Target field is set to Ignore

Precis

This field will become the Title/Name of the uploaded document

Document Date

This field sets the Date of the uploaded document

Author

This field sets the Author of the uploaded document.

Create Task (DAS Only)

This field sets the Create Task browse options.

The task/s selected from the KFI browse needs to be mapped to this field.

Lock Document (DAS Only)

This field will set the document to a locked status. Enter a value of either T or True or 1 to activate this setting.

Document

This field defines the Document ID. Enter a value and EzeScan will create a revision of this document. Noting that a new document number will be created.

Document Set

This field defines the Document Set ID. Enter a value and EzeScan will create a revision of this document.

Note Title

This field sets the Note Title of the uploaded document.

Note Text

This field sets the Note Text of the uploaded document.

Parent Compound Document (DAS Only)

This field allows the uploaded document to be related to another document. The Document number specified will show a paperclip icon to show that there is a related document. The operator needs to pass through a document ID into this field.

Parent Compound Document Set (DAS Only)

This field allows the uploaded document to be related to another document set. The Document number specified will show a paperclip icon to show that there is a related document. The operator needs to pass through a document Set ID into this field.

Related Document Sets (CMIS Only)

This option will accept document id’s (from a KFI Document index browse) and apply a relationship to the newly created upload Document. Note: The relationship type is “Related”

Configuring custom document fields


The TechnologyOne ECM connector can obtain all of the document object type custom fields from a TechnologyOne ECM Server. Fields like the Quick Add Profile, Received Date, Internal and External Reference are bought in using this method.

Click the Auto Populate button at the bottom of the screen. This will result in the TechnologyOne ECM connector returning a list of custom fields that relate to the respective Object Type.

 TIP: Select the Object Type 1st prior to clicking on the Auto Populate button - set as a (static value) then set it back to the mapped KFI field when appropriate.

It is then a matter of setting the KFI field source values to the ECM Target values of the custom fields.

Figure 53 - the “Auto Populate” button appears under the Field Mappings grid

NOTE

Make sure that the ECM Settings Files have been setup as instructed in the Setting the XML Document Schema section to obtain the schema data and configure index profiles.

Applying KFI Output Data to Object Field Data


To pass through the KFI output data into the Upload module the operator is required to set the source field data to the target field data.

  1. In the Field Mappings Grid the operator can apply the Source Field settings to the Target Field settings to populate the appropriate Target Field with the value picked up from the Corresponding KFI
  2. In the example below the TechnologyOne ECM Target Fields View Levels, Author and Document Date are being populated by the KFI Source Field Title.Figure 54 - KFI Source fields mapped to the ECM Target fields
  3. When all the mappings are complete, click Apply.
  4. Click OK to save the changes.

SERVER Routing Settings

The Routing module is another way of configuring EzeScan to use the KFI and UPLOAD modules to upload documents to TechnologyOne ECM.

As it can be configured to run as a windows service it is recommended for jobs that do not require operator intervention. E.g. Automated workflows like barcoding of forms with exception handling enabled so they can be processed on an EzeScan (client) PC or passing through indexed files from an EzeScan client and the service will pass through the field data, OCR and upload to TechnologyOne ECM.

NOTE

The following functionality requires that the EzeScan workstation or Server to be licensed for the SERVER product.

Configuring a route to upload


  1. Click Admin and Choose Routing (F9)
  2. Create a new Route and set the mode to “Route using a KFI Field value to match a rule keyword”
  3. In the KFI drop down list, select the KFI that will be used with the Route.
  4. In the UPLOAD drop down list select the UPLOAD that will be used with the Route.Figure 55
  5. Click Save then Close.

Please refer to the Routing User Guide from the help menu for more information on Routing.

Running a Job for Saving Using Just a Job Form

To run a job directly into TechnologyOne ECM with the profile form…

  1. Confirm that the Other Destination is set to TechnologyOne ECM
  2. Confirm that the Advanced Settings have been completed

    NOTE

    Please refer the Output documents using TechnologyOne ECM Job Profile Form section on how to set this up.

    Figure 56 - check all settings have been completed on the Output tab
  3. Click the Scan/Import or Job button to load the image into the EzeScan viewer.Figure 57 - Document scanned and ready to be profiled
  4. Press the F4 key or click the Profile button to index the document.
  5. The Profile to TechnologyOne ECM screen will appear:

    ECM DAS Client:

    ECM CMIS Client:

    Figure 58 - DAS Client window

    Figure 59 - CMIS Client window

  6. Fill out the corresponding record details and then click OK. Make sure that you include the appropriate indexes, dates, Precis etc
  7. The document will be saved into TechnologyOne ECM and the next document will appear in EzeScan for profiling.

Running a Job Import Documents From TechnologyOne ECM For Reprocessing

To import documents from TechnologyOne ECM for reprocessing…

  1. On the Output tab…
    1. Confirm that the Other Destination is set to TechnologyOne ECM
    2. Confirm that the Advanced Settings have been completedFigure 60 - check all settings have been completed on the Output tab
  2. On the Import tab…
    1. Confirm that the Import from EDRMS has been completedFigure 61 - check all settings have been completed on the Import tab

      NOTE

      Please refer to the Output documents using TechnologyOne ECM Job Profile Form section on how to set this up.

  3. Click the Import or Job button to launch the Search Indexes Form and search for the document to be re-processedFigure 62 - Search for the document
  4. The document will load the image into the EzeScan viewer; for example…
    1. Rotate pages which were originally incorrectly processed
    2. Redact areas on pages - e.g. credit card numbersFigure 63 - re-processing the document from ECM
  5. Once all changes have been made; press the F4 key or click the Profile button
  6. The ECM “Save Document” screen will appear and either…
    1. Select “Save as new version” (default) and click the OK button       OR
    2. Select “Save as new document” and follow the steps covered in previous section and click the OK button

ECM DAS Client:

ECM CMIS Client:

Figure 64 - DAS Client window

Figure 65 - CMIS Client window

Figure 66 - Example of the re-processed document in CMIS - Redacted & now version 2

Running a Job for Saving Using KFI and Upload

To run a job to TechnologyOne ECM using the KFI and UPLOAD modules…

  • confirm that the Other Destination is set to KFI
  • and the respective KFI and UPLOAD Types are selected.

NOTE

Please refer the KFI Field section and Upload Settings section for details on how to set this up.

In the example below the KFI\UPLOAD types have been configured for a:

  • Title (Title of document)
  • Collection (Location of Collection)

Create a Job

  1. Undertake the normal steps to create a job with associated KFI and Upload
    1. Click OK to create the KFI
    2. Click OK to create the Upload
    3. If scanning; set the job to use separator pages
    4. If importing; set the import path to a location where some sample documents can be found
    5. For example - C:\ProgramData\Outback Imaging\EzeScan\Samples
    6. Output to a text searchable PDF
  2. Set the Output to the KFI and Upload (see below)Figure 67 - Set up a standard Job and set output to KFI and Upload

TIP: Set the job to display the ECM Record Number once it is uploaded.

Edit the KFI

Open the KFI created along with the Job in last section.

EDRMS tab - Global Settings

Select the EDRMS tab and set to use the “Global Settings ”.Figure 68 - Set up the KFI and set the EDRMS tab to use Global Settings

Fields tab - create fields

Select the Fields tab and create the fields; use the example below (mandatory fields in blue)…

TIP:  Details for creating the values on the “TechOne ECM tab” are covered in the KFI Field section.


Field Name

Details / Comments

Precis

Free text field

Document Date

Date formatted field................................................................................ set to DD/MM/YYYY

Responsible Officer

TechnologyOne ECM tab - browse for.................................................. select Choose Group

·   Refer to creating a “Choose Group” option (figure 40)

Correspondent Index

TechnologyOne ECM tab - browse for........................... select Search Document Indexes

TechnologyOne ECM tab - Search Profile.......................................... select Correspondent

·   Refer to creating a “Correspondent Index Search Profile” (figure 33)

Other Indexes

TechnologyOne ECM tab - browse for .......................... select Search Document Indexes

TechnologyOne ECM tab - Search Profile .......................................................... select Other

·   Refer to creating an “Other Index Search Profile” (or - All Indexes) (figure 43)

Action Task ***

NOTE:    *** Only to be used in the DAS environment; NOT in CMIS environment

TechnologyOne ECM tab - browse for ...................................................... select Create Task

·   Refer to creating the “Create Task” option (figure 45)

Author

Free text field

Notes

TechnologyOne ECM tab - browse for ......................................................... select Add Note

·   Refer to creating the “Add Note” option (figure 36)

Notes ID

NOTE:    This field creates itself with above field (this is the Note Body Text)

Document Class

TechnologyOne ECM tab - browse for ................................................... select Choose Class

·   Refer to creating the “Class” option (figure 39)

Internal Reference

Free text field

External Reference

Free text field

Figure 69 - The resulting KFI Fields list should look like this

Edit the Upload

Open the Upload created along with the Job in previous section.

  1. Set Upload to........................ TechnologyOne ECM
  2. Set Column names from........ the KFI created earlier (e.g. TechOne ECM)
  3. Map the KFI fields to the ECM (target) fields
    1. You may have to create a new target field for the Correspondent
      • Call the target field Document Indexes - Correspondent

Figure 70 - Set-up the Upload and map the KFI fields

Run the Job to import, profile and upload into ECM

The steps below show how to run the job created in the previous sections into TechnologyOne ECM.

  1. scan/import or job button to load the image into the EzeScan viewer.Figure 71 - Scan/import a document and QA the document
  2. Press F4 or click the Profile button to begin indexing the document. The profiling fields will appear (in this example they are set in List mode to the right of the image)Figure 72 - Press F4 or click the Profile  button to begin indexing
  3. Add the Precis and then hit Enter to move to the next field
  4. Add the Document Date and then hit Enter to move to the next field
  5. The cursor will now be in the (mandatory) Responsible Officer
    1. Click the Browse …  button OR press F3 to bring up the Search Users/Groups window
    2. Search for and select a Responsible Officer (see Figure 73) and click OK
    3. Then hit Enter to move to the next fieldFigure 73 - Select the Responsible Officer/Group
  6. The cursor will now be in the (mandatory) Correspondent Index
    1. Click the Browse  button OR press F3 to bring up the Search Indexes Form
      • Follow these steps (see Figure 74)…
      • Add search criteria (this is a “contains” search, so you only need part of the name)
      • Click the Search button
      • Results (if any) will appear in the results window
      • Double click on the required name (multiple names may be searched for and selected)
      • The selected names will appear in the bottom window
      • Click OK to return the results to the KFI field
    2. Then hit Enter to move to the next field

      TIP: If a name was incorrectly selected, just go back to the search screen again, select the name in the “selected Items” box and hit the Delete button to remove it.

      Figure 74 - Searching for a Correspondent name

  7. The cursor will now be in the (non-mandatory) Other Indexes
    1. Click the Browse  button OR press F3 to bring up the Search Indexes Form
    2. This field provides the ability to select different Index types on the one screen; such as Property, Subject, Application etc. Follow these steps…
      • Select the Index to be added from drop down list (e.g. Property)
      • Add search criteria (this is a “contains” search, so you only need part of the name)
      • Click the Search button
      • Results (if any) will appear in the results window
      • Double click on the required item (multiple items may be searched for and selected)
      • The selected items will appear in the bottom window
      • Select another Index from drop down list (e.g. Subject) & repeat above steps
      • Select another Index from drop down list (e.g. Application) & repeat above steps
      • Continue until all index items have been added (see Figure 75 for end results)
      • Click OK to return the results to the KFI field
    3. Then hit Enter to move to the next fieldFigure 75 - Searching for Other Indexes
  8. NOTE

    *** Only to be used in the DAS environment; not in CMIS

    The cursor will now be in the (non-mandatory) Action Task

    1. Click the Browse …  button OR press F3 to bring up the Create Task Form
      • Click the Browse …  button OR press F3 to create the Task (see )
      • Click the Browse …  button OR press F3 to Assign the Task
      • Set a Deadline OR set to None
        • Defaults to today’s date if selected or change to required date
        • Set the Period - e.g. 2 Work Days
      • Multiple tasks may be added
      • Click OK to return the results to the KFI field
    2. Then hit Enter to move to the next fieldFigure 76 - Creating Tasks in the DAS Client (DAS only)
  9. The cursor will now be in the (non-mandatory) Author
    1. This is a free text field but you have 2 choices to make
  10. This will allow the KFI operator to choose a view to search on, select and then attach to the document. The operator can select multiple views in the one KFI field.
  11. The views available to search on are customer, location, property, streets, subject, user groups, user with file and volume. Once all corresponding views have been selected, press OK.
  12. The operator will then be prompted to Choose Class.Figure 77
  13. Once the associated classification has been chosen, press OK.
  14. The operator will then be prompted to Create a Task.Figure 78
  15. Create Task will allow the operator to select the Type of task as well as specific users it can be executed for within a certain period, deadline or no time limit.
  16. Once the associated task has been created, press OK.
  17. When complete, press Enter and the submit button will highlight.
  18. Press Enter or click Submit.
  19. The document will be saved into TechnologyOne ECM

NOTE

There is sample TechnologyOne ECM KFI / UPLOAD jobs in the downloads section on the EzeScan website (you must have an account to log-on & download)

Running a Job for Saving Using SERVER Routing

The Routing module can be run in two ways:

  1. In the EzeScan UI by selecting Admin -> Routing, selecting the respective Route and clicking the Run Routing button. This is good for testing or troubleshooting issues.
  2. As a windows service. To do this the EzeScan Server service must be installed and started.

Please refer to the EzeScan Routing user guide on how to install and run the service.

Retrieving Details From the Index Fields (CMIS)

It is fairly straight forward to add 2 more KFI fields under an index field, such as a Correspondent/ Customer which can extract the required detail for use in the Precis/Document Title. In this section we will demonstrate how to set the fields up. The majority of the indexes may be treated in the same manner.

Retrieving a Name from a Correspondent/Customer field

In the example in Figure 74 (refer previous sections) the Correspondent is added and the result should have a long text string which looks like this Wombats Rule Pty Ltd-0-Wombats Rule... -obj$ID 123-x-x-x-x-x-11

We just want the name Wombats Rule Pty Ltd - so you need to do this…

  1. Insert 2 new KFI fields underneath the Correspondent Index field… 
    1. Call 1st field..................... Correspondent ID
    2. Call 2nd field.................... Correspondent Name
  2. Edit the Correspondent ID field…
    1. Value tab........................ Extract from Correspondent Index
    2. Processing tab................ Click Regex Edit   button then copy and paste this regex into the form - "^(.*obj\$ID *)+","indexentry-"
    3. Automation tab.............. þ Automatically move to next field
  3. Edit the Correspondent Name field…
    1. TechOne ECM tab........... set as shown in Figure 79 below
      • The <<F#>> Lookup will actually be the field number being “looked up” e.g. <<F4>>
      • The Return Field should be the 2 text fields for Given Name and Surname values
        {cmis:userText3}space{cmis:userText2}
      • Refer to page 53 to find out how to locate these types of values from your systemFigure 79 - setting up the Name Lookup
    2. Processing tab................ Click Regex Edit   button then copy and paste this regex into the form - "^ +| +$",""
      • This Regex removes any spaces which may appear at the front of the name. In our example we have returned a business name and it therefore has no 1st
        • spaceWombats Rule Pty Ltd will become Wombats Rule Pty Ltd (no leading space)
        • Whereas Neil Wombat (Given Name & Surname) will remain the same
    3. Automation tab..............  Automatically move to next field            ......................................  Automatically show browse form

Finding the Field Values From Your System

When creating KFI fields which will run a “Lookup” of a value in your system you will need to know the actual values to use. It is more than likely that your ECM field settings differ from those used here but if you follow these simple steps it is easy to find the correct “Lookup Values” to use.

In this example we will use the Correspondent / Customer index which has been already used in this document.

  1. Using a KFI which is browsing ECM. If you do not have one then set-up one with the necessary fields to browse the ECM indexes.
  2. Click the Browse …  button OR press F3 to bring up the Search Indexes Form (refer figure 80)
    1. Search the index (e.g. Correspondent) for a name
    2. Right mouse click on the returned name
    3. Select the Properties optionFigure 80 - Search Index - find a name, right mouse click & select Properties

3.    The window at right should appear

    1. Scroll though the list to find the items you need to use in the Lookup’s “Return Field”
    2. TIPS:
  • If you look at the search results window and line up the column heading name and search result (e.g. Given Name = Neil)
  • You can then scroll down the list to find the matching value (e.g. Neil = cmis:Text3)

The same functionality can be used with any index type & field. In the ECM system being used for this document:

  • Property Index:
    • -  Street Name....................... cmis:userText9
    • -  Locality/Suburb................. cmis:userText10
    • -  House Number................... cmis:userText5
  • Application Index:
    • -  Application Number......... cmis:userText1 or cmis:userText2
    • -  Application Description... cmis:userText5


Figure 81 - Index Properties List

Display Record Number After Saving Record

To enable this setting, please refer to the How to articles.