2 Getting Started Managing Capture Workspaces

Getting started involves accessing the Capture workspace console and creating a workspace, then adding several metadata fields, a client profile, and a basic commit profile. After that, you use the Capture client and test your workspace settings. Beyond these steps, you can expand into managing workspace elements, including choice lists, database lookups, attachment types, and batch processor jobs.

This chapter includes the following sections:

Before You Begin

As described in About Capture Administrator and User Roles, the Capture system administrator installs Oracle WebCenter Enterprise Capture, starts the server, performs its initial configuration, and monitors its overall performance, including batch processor logging. This section assumes these steps are complete.

Items You Need

To get started managing a Capture workspace, you need the following from the Capture system administrator:

Optional Items

To manage workspaces, you may also need the following from the Capture system administrator:

  • Data sources for connecting to an external database, needed for creating database lookups and database choice lists.

  • For scanning, you need access to a TWAIN-compliant scanner or multi-function device. Instead of scanning documents, you can import them from your file system, as described in this chapter.

  • For importing, you may want to have TIFF image files, PDF documents, and Microsoft Word or Excel documents available.

  • For scanning and recognition, you may want to have pages with bar codes and patch codes available.

Accessing the Capture Workspace Console

Follow these steps to access the workspace console, where you create and manage workspaces. If needed, ask the Capture system administrator for sign-in information.

  1. Open the Oracle WebCenter Enterprise Capture console in your browser. The exact URL is determined at installation and can be provided by the Capture system administrator. The address uses the following format:

    http://server:port/dc-console

    Note:

    16400 is the default port.

  2. At the Sign In page, enter your User Name and Password, and click Sign In.

    The workspace console window displays, as shown in Figure 2-1.

Creating Your First Workspace and Elements

Follow the steps in these sections to create a workspace and add metadata fields and profiles.

Example: Creating a Workspace

If you are the first workspace manager to use the workspace console, no workspaces are present. To add a workspace:

  1. In the Capture Workspaces pane at left, click the Add button (plus sign).
  2. In the Create New Workspace window, enter a name for the workspace and click OK. For example, enter Customer workspace.

    The new workspace is added to the workspaces pane. For more information about adding, copying, and editing workspaces, see Adding, Editing, or Copying a Workspace.

  3. Select the new workspace, and its settings display in the right pane.

    Notice that the Security tab displays your user name in the Workspace Users table, configured by the Capture system administrator during installation and initial configuration. You have workspace manager access to the workspace and can grant other managers or workspace viewers access to it.

    Figure 2-2 New Workspace With Security Tab Displaying Workspace Users

    Description of Figure 2-2 follows
    Description of "Figure 2-2 New Workspace With Security Tab Displaying Workspace Users"

Example: Creating Metadata Fields

Now create several metadata fields to hold metadata values for captured documents.

  1. On the Metadata tab, click the Add button in the Metadata Fields table.

  2. Create several metadata fields.

    1. In the Field Name field, enter Customer ID and select the Required field. Click Submit. The new field displays in the Metadata Fields table.

      For more information about creating metadata fields, see Managing Metadata Fields.

    2. Add another field called Customer Name, make it required, and click Submit.

    3. Add another field called Correspondence Type, and click Submit.

    4. Add another field called Purchase Order Number, and click Submit.

      Figure 2-3 Metadata Tab With New Metadata Fields Added

      Description of Figure 2-3 follows
      Description of "Figure 2-3 Metadata Tab With New Metadata Fields Added"

Example: Creating Attachment Types

In this section, you create an attachment type, which defines the type of attachment that is associated with a primary document.

  1. On the Classification tab, click the Add button in the Attachment Types table.
    1. In the Name field, enter the type of attachment (for example, Purchase Order).

    2. In the Description field, enter a description to display to users.

    3. Select the Required field.

  2. Click Submit.

Example: Creating Document Profiles

In this section, you create a document profile, which defines the set of metadata fields that apply to a specific type of document and also specifies any attachment types that can be assigned to attachments used by the document profile.

  1. On the Classification tab, click the Add button in the Document Profiles table.

    1. In the Name field, enter the type of document (for example, Correspondence Documents).

    2. Move all of the fields except Purchase Order Number to the Selected Metadata Fields list.

      For more information about creating document profiles, see Managing Document Profiles.

      Figure 2-4 New Document Profile With Its Set of Metadata Fields Selected

      Description of Figure 2-4 follows
      Description of "Figure 2-4 New Document Profile With Its Set of Metadata Fields Selected"
  2. Create another document profile called Purchase Orders, select the following metadata fields for it, and order them as follows.

    • Purchase Order Number

    • Customer ID

    • Customer Name

    Move the Purchase Order attachment type to the Selected Attachment Types list, and click Submit.

    For more information about creating attachment types, see Managing Attachment Types.

Example: Creating a Client Profile

In this section, you create a client profile, which defines the settings used when users select it to scan, import, and index documents in the client.

  1. On the Capture tab, click the Add button in the Client Profiles table. Screens for selecting settings (known as train stops) display in the right pane.

  2. Complete settings on the General Settings train stop.

    1. In the Profile Type field, select 2 - Capture and Index. Users will use this profile to capture (scan or import) documents and then index (complete metadata values) for them.

    2. In the Profile Name field, enter a name to display to users (example, Import Customer Documents). For example, you might use the name to indicate how users should use the client profile.

    3. In the Batch Prefix field, enter a naming prefix (for example, CUST_DOC). Capture names batches as they are created by appending an incremented number to this prefix.

  3. On the Image Settings train stop, select Import in Native Format in the Non-Image File Import Action field.

    This action allows users to use this client profile to import non-image files such as PDF files or Microsoft Word documents in addition to image files. It also sets non-image files to be retained in their original format.

  4. In the Document Profiles field on the Document Indexing Settings train stop, select the Correspondence Documents and Purchase Orders document profiles you created.

  5. On the Security train stop, grant a Capture client user security access to the client profile.

    This step requires a user or group assigned the CaptureUser role in the policy store. The Capture system administrator is responsible for assigning Capture User roles to groups or users.

    1. Click the Add button in the Client Profile Users table.

    2. In the Add Security Member window, specify whether to search groups or users assigned the CaptureUser role, and click Search. From the search results that display in the table, select a security member, and click Add, as shown in Figure 2-5.

      Figure 2-5 Granting Client Profile Access to a Capture User

      Description of Figure 2-5 follows
      Description of "Figure 2-5 Granting Client Profile Access to a Capture User"

      The user or group you added displays in the Client Profile Users table, as shown in Figure 2-6.

      Figure 2-6 Capture User Authorized to Use the Client Profile

      Description of Figure 2-6 follows
      Description of "Figure 2-6 Capture User Authorized to Use the Client Profile"
  6. On the Post-Processing tab, click Add in the Available Release Processes table to add a release process. In the Release Process Settings window, enter a name for the release process and select Commit Processor in the Batch Processor field, as shown in Figure 2-7.

    After users release batches created with this client profile, the batch's documents are output by the Commit Processor.

    Figure 2-7 Commit Processing Set as the Client Profile's Next Post Processing Step

    Description of Figure 2-7 follows
    Description of "Figure 2-7 Commit Processing Set as the Client Profile's Next Post Processing Step"
  7. Save the client profile by clicking Submit. For more information about client profiles, see Managing Client Profiles.

Example: Creating a Commit Profile

In this section, you create a commit profile. This commit profile defines how documents are output after client users using this client profile release batches. For this example, you configure output to a local or network folder, using the Text File commit driver.

  1. On the Commit tab, click the Add button in the Commit Profiles table.

  2. Complete settings on the General Settings train stop.

    1. In the Commit Profile Name field, enter a name (Commit to Text).

    2. In the Commit Driver field, select Text File.

    3. In the Document Output Format field, select PDF Image-Only.

    4. In the Attachment Document Output Format field, select PDF Image-Only.

    5. In the Restrict Commit to Document Profiles field, select the Correspondence Documents document profile. This restricts this commit profile's processing to only those documents assigned to the selected document profile.

  3. Complete settings on the Commit Driver Settings train stop. These settings are specific to the commit text file driver you selected in step 2b.

    1. On the Text File Folder tab, enter a location in the Commit Text File Folder field to write commit text files. A commit text file contains delimited metadata values for each document output in the batch. For the commit folder, you must either specify a folder on the Capture server or a network path accessible from the Capture server. For this example, you might specify a shared folder on your system. If the Capture server is running on Windows, you might specify a UNC path to a network share, such as \\USER-SYSTEM\commit.

      In the File Prefix field, enter TEXT_FILE.

      In the File Extension field, enter txt.

    2. On the Document Folder tab, enter a location in the Document Folder field to write the document files (in this case, PDF files). As with the text file folder, either specify a folder on the Capture server or a network path accessible from the Capture server. For this example, you might specify a shared folder on your system. If the Capture server is running on Windows, you might specify a UNC path to a network share, such as \\USER-SYSTEM\commit.

      Select the Create a folder per committed batch field.

    3. On the Formatting tab, move Correspondence Type, Customer ID, Customer Name, and <Batch Name> to the Selected Fields list. This specifies the metadata values to be written to the text file.

      Note:

      Fields specified within <> are system fields. For example, <Batch Name>.

    4. On the Document File Naming tab, complete settings.

      Select the Name document file based on metadata field values field to determine the document file name from the selected metadata field values of the document, then move <Batch Name> and Customer ID to the Selected Fields list.

      In the Field Delimiter field, enter an underscore (_).

  4. Click Submit to save the commit profile.

Similarly, create another commit profile, restrict commit to the Purchase Orders document profile, and complete settings on each train stop.

Starting the Capture Client

Follow these steps to start up the Capture client application, where you test your client profile as an end-user by importing several documents.

  1. Open the Oracle WebCenter Enterprise Capture client in your browser. The exact URL is determined at installation. The address uses the following format:

    http://server:port/dc-client

    Note:

    16400 is the default port.

    If you do not know the client URL, ask your Capture system administrator.

    Note:

    When using SSO (Single Sign On), launch the client from the browser and not the shortcuts.
  2. When prompted, sign in as the user to whom you granted security access to the client profile in Example: Creating a Client Profile.

    Click the Install Client button to install the client application on your workstation (perform this step when you access the client for the first time). After the client application is installed on your workstation, you can either click the Launch Client button in the browser or use the Start menu shortcut or desktop shortcut to launch the client application on the workstation. Sign in to the client application by entering a user name, a password, and the URL to the Capture server that is being accessed.

    Messages display the first time you start the client, indicating that the client is checking for updates and installing client software bundles. The installation of the client bundles is only performed the first time you run the client or when the server has been updated with new client bundles. When the client has completed downloading bundles, the client's main user interface displays and toolbar buttons display for the batch pane at left.

    Figure 2-8 Capture Client Window Upon Startup

    Description of Figure 2-8 follows
    Description of "Figure 2-8 Capture Client Window Upon Startup"

Testing Your Workspace Settings in the Client

Follow the steps in this section to test your workspace configuration in the client. See Getting started with Capture in Using Oracle WebCenter Enterprise Capture.

Example: Capturing Batches Using Your Client Profile

The client provides a single window whose upper left pane, the batch pane, is fixed, while its other panes change, depending on the batch pane selection. See Scanning and importing documents in Using Oracle WebCenter Enterprise Capture.

  1. In the batch pane, select your profile, Import Customer Documents, in the Client Profile field.

    This top left field displays client profiles available to you as a user, as you configured on the client profile's Security train stop in step 5 of Example: Creating a Client Profile. You should see profiles to which a workspace manager has granted to you or to a group in which you are a member.

  2. Select the Capture source.

    Select the drop-down list on the right side of the Capture Settings/Source button, and verify that a check mark displays next to Import Source. If your system has one or more TWAIN-compliant scanners available, they are also listed here.

  3. Click the Capture button to begin importing.

    When prompted in the Import window, select the Create one document per import file import option and click OK.

  4. Select files to import.

    In the Select files to import window that displays, hold down the Ctrl key and select multiple files to import. In addition to image files, you can also select non-image files such as Microsoft Word or PDF files.

    A batch is created and its batch properties display in the right pane. Notice that the batch was named using the prefix you specified when creating the client profile, followed by a number that increments with each new batch (CUST_DOC1). Also notice that the batch's icon indicates that it is locked to you.

    Locked to You
  5. In the batch pane, click the triangle to the left of your new batch to expand and view its documents.
  6. Select each document, then review and edit it. Options for editing the selected document display in the document pane at right. See How do I use the document pane? in Using Oracle WebCenter Enterprise Capture.

Figure 2-9 Capturing New Batches in the Client Window

Description of Figure 2-9 follows
Description of "Figure 2-9 Capturing New Batches in the Client Window"

Example: Indexing Batches

After reviewing and editing documents, follow these steps to complete the metadata fields you configured. When a selected client profile is configured for indexing, metadata fields display in the lower left pane when a document is selected in the batch pane. See Indexing documents in Using Oracle WebCenter Enterprise Capture.

  1. In the batch pane, select a document.

    If needed, adjust the metadata pane by hovering the cursor between the batch and metadata panes until it changes to a two-headed arrow, then dragging to resize the panes.

  2. In the metadata pane's Document Profile field, select a profile for the selected document.

    Notice how the set of metadata fields changes when you select the other document profile you configured.

  3. Complete metadata fields for the selected documents.

    Notice that an asterisk displays next to the fields you defined as required when creating them in the workspace. A document is fully indexed when all required metadata fields for a document profile contain a value. You can release a batch even if one or more of its documents is not fully indexed, but an error may occur in later commit processing.

    For this example, enter any alphanumeric values you wish into the metadata fields. Using the workspace console, you can configure metadata fields in a variety of ways. For example, you can include input masks in entry fields that control what users can enter, or configure fields to display choice lists or perform a database lookup.

    Note:

    Completing metadata values for a selected page completes them for the document. To index the next document, select it in the batch or document pane, change its document profile if needed, and complete the fields.

    Figure 2-10 Indexing Documents in the Client's Metadata Pane

    Description of Figure 2-10 follows
    Description of "Figure 2-10 Indexing Documents in the Client's Metadata Pane"

Example: Releasing Batches

When you are done working on a batch's documents, the next step is to release it. What happens when client users release batches depends on the client profile's release process selected by the user. When configuring the client profile in Example: Creating a Client Profile, you set Commit Processor as the post-processing step, then created a commit profile to output to text file in Example: Creating a Commit Profile.

  1. In the batch pane, select the batch you created and indexed. (Hold down the Ctrl key to select multiple batches.)
  2. Click the drop-down list on the right side of the Release button, select the release process you created, and click the Release button to release selected batches.

    A bar over the batch name moves to the right to show release progress, as shown in Figure 2-11. Releasing a batch synchronizes its documents with the Capture server and unlocks the batch so that it is available to another user or batch processor.

    When batches are being synchronized with the Capture server either through an unlock or release process, you can create new batches or open and work on existing batches.

  3. Click the Refresh Batch List button.

    The batch's icon may display a processing (gear) icon indicating that it is undergoing batch processing (in this case, by the Commit Processor). The batch may be removed from the batch list if the Commit Processor successfully committed all documents in the batch.

    If an error occurs, the batch remains and one or more of its documents displays an error icon. See Handling batch errors in Using Oracle WebCenter Enterprise Capture.

    Figure 2-11 Releasing Batches in the Client's Batch Pane

    Description of Figure 2-11 follows
    Description of "Figure 2-11 Releasing Batches in the Client's Batch Pane"

Example: Viewing Batch Commit Results

After commit processing completes and one or more released batches are removed from the batch list, check for the committed batch results (commit text file and documents) in the folder you specified when creating the commit profile in Example: Creating a Commit Profile.

  1. Open the text file folder you specified in the commit profile.

    You should see a text file for each batch committed.

  2. Open the text file and view its contents.

    It displays values for the metadata fields you specified (Correspondence Type, Customer ID, Customer Name, and Batch Name).

  3. Open the document folder you specified in the commit profile.

    You should see one or more PDF document files for each batch committed. Open a document file and view its contents.

    Note:

    Any non-image files you imported were committed in their native format.

    Figure 2-12 Text Commit Results

    Description of Figure 2-12 follows
    Description of "Figure 2-12 Text Commit Results"