5 Managing Inputs

An input definition defines the mapping between an input file and the metadata fields of the selected application when a document is uploaded. The input file is typically generated by a scanning station when documents are scanned for upload into Imaging.

This section contains the following topics:

• Section 5.1, "Input Definition Overview"

• Section 5.2, "Creating Input Definitions"

5.1 Input Definition Overview

Typically, documents are scanned and placed in a directory monitored by an Imaging input agent (see Chapter 9, "Understanding Input Agents."). The scanning station creates an input file that includes what document files to upload on the file system, what metadata values to use, and other initial document creation options. It can also attach supporting content to a document or set annotations on a document image. You can reuse an existing input definition within Imaging by exporting the desired definition to an XML file. You can then import that definition file into other systems and modify it appropriately. For more information about exporting and importing, see Section 3.4, "Exporting and Importing Definitions."

5.2 Creating Input Definitions

You must have Create or Administrative rights for the input you are creating, and View rights for the application to which the documents are uploaded. To create an input definition, do the following:

1. From the navigator pane under Manage Inputs, click the Create Input icon. The Input Basic Information Page displays.

2. Enter the name of the input. This name will appear under Manage Inputs in the navigator pane. This is a required field.

3. In the Description field, type a short description of the Input being created.

4. Enable Online to tell the Input Agent to start polling the definition files of this input once it is completed, or leave disabled until input definition is finished. Once enabled and submitted, you cannot modify the input until it is first taken offline. For information on enabling and disabling an input, see Section 5.2.1, "Enabling and Disabling an Input Definition."

5. The Auto-detect input file character set field is enabled by default. If you disable it, a picklist displays from which you can select the file character set to be used. Note that this is the character set used to read the input definition file, not the character set of the documents to be uploaded.

   Note:

   Auto-detect does not work if the provided sample file is not large enough to get an accurate determination of the character set. If the sample file is too small, disable Auto-detect input file character set and manually select the character set.

6. Select an sample file to use. There are two options to locate an input file:

   • Browse: Displays a list of input files in the Samples directory that are available to use.

   • Upload: Opens a standard file navigation dialog to locate and upload a new input file from a local or shared network drive to the Samples directory. Although any delimited text file is accepted, preferable file types are ASCII or UTF-8 text files.

7. When a sample file has been selected, click Next. The Input Identify and Parse File Parameters Page is displayed. By default, the Input Mask field lists the selected sample file to use as the input mask.

8. Ensure the delimiter is the same single character that is used to separate columns within the sample file. By default, a pipe is indicated.

9. Select an application for mapping from the Applications field.

10. Click Next. The Input Field Mapping Page is displayed.

11. Define how the input file fields will map to the application. At least one field must be mapped to the application field definitions and the file path must be specified. Table columns are defined as follows:

    • Application Fields: Name of field within application

    • Input Column: Number of corresponding column within input file

    • Sample Data: Column data taken from sample file

    • Use Application Default: Specifies whether to use the default value specified in an application when the definition file contains empty data for the field.

    • Date Format: Specifies how the Input Agent parses the date string. If no date format is specified, the server's locale is used to parse date values. To specify a date format, click the Add a date format for this mapping icon. Click the Edit date format icon to change an existing date format. Click the Delete date format icon to delete the date format specified.

12. Click Next. The Input Security Page is displayed.

13. Click Add. The Add Security Member Page displays. Type a user name or click Search to display a list of users from which to select.

14. Select the user you want to add. The user name is added to the Display Name column on the Input Security Page page.

15. Enable the permissions you want to assign to this user by selecting the field in the appropriate column. Options are:

    • View: Enabled by default. Grants the user or group the right to view this input.

    • Modify: Enable to grant the user or group the right to modify all aspects of this input except for granting security rights.

    • Delete: Enable to grant the user or group the right to delete this input.

    • Grant Access: Enable to grant a user or group the right to grant security rights to others for this input. If this is the only security level granted, the user can modify only the security information for this input.

    A user with Grant Access permission can grant themselves all other rights. At least one user must be given Grant Access rights.

16. Click Next. The Input Review Settings Page is displayed.

17. Review your settings. Click Back to return to the appropriate pages to make any necessary changes. When done, return to the Input Review Settings Page and click Submit. The Input Summary Page is displayed.

18. Review the details of the input. Click Modify to go back to the Input Basic Information Page to make any changes, if necessary. When satisfied with the input, return to the Input Review Settings Page and click Submit.

19. Click Toggle Online to activate the input then close the summary page.

5.2.1 Enabling and Disabling an Input Definition

To enable or disable an input definition, do the following:

1. From the navigator pane under Manage Inputs, click the name of the input to be enabled or disable. The Input Summary Page is displayed.

2. Click Toggle Online. If the input was online, the input is disabled. If the input was offline, the input is enabled and the Input Agent starts polling the definition files of the input. Inputs must be disabled in order to be modified.

Note:

If changing the format of an inbound data file, disable the Input after the last of the original formatted files has been processed. Make changes to the Input definition to handle the new format and then enable the Input. This facilitates a smoother transition with predictable results.