Managing Import Processing

6.1 Introduction to Import Processing

This section covers the following topics:

6.1.1 Key Import Processor Job Settings

You can apply the Import Processor's automated import of images and other electronic documents into Capture to such applications as:

Multi-function devices
Images scanned using third-party software
Documents sent as email attachments
Images referenced in a list file that were scanned by a service bureau

Depending on the files to be imported, you create Import Processor jobs for the following import sources:

Email Source: Import Processor imports files attached to incoming email messages into Capture. It can also import the email body and the entire email message.
Folder Source: Import Processor monitors an import folder and imports all files it finds with a specified file mask.
List File Source: Import Processor monitors an import folder and reads a list (text) file containing records that identify each file to import, zero or more attachment files to import, and optionally, metadata values to be assigned to the file or values to be matched against a database.

6.1.2 Important Points About Import Processing

Unlike the other batch processors that process batches that are queued, the Import Processor polls at a specified frequency (ranging from every 30 seconds to once a day), in which it searches the specified source for files to import, and if found, begins processing them.
You configure settings specific to the selected source (email, folder, or list file) on the Import Source Settings train stop. For example:
- For a folder import job, you identify the folder and file types to import, as shown in Figure 6-1.
- For a list file job, you identify the folder and list files to be read.
- For an email source, you specify email accounts to monitor and email messages and/or attachments to import.
The Import Processor supports processing of all import sources across multiple threads on a server as well as multiple servers in a cluster.
You can customize the Import Processor's behavior by incorporating JavaScripts. See Customizing Import Processing Using Scripts.

Figure 6-1 Selecting General Settings, including an Import Source, for an Import Processor Job

Description of "Figure 6-1 Selecting General Settings, including an Import Source, for an Import Processor Job"

6.2 Adding, Copying, or Editing an Import Processor Job

Follow these guidelines regarding editing Import Processor jobs:

It is recommended that you do not make major changes to an Import Processor job's workspace elements while it is online. For example, if you modify or remove metadata fields used by the job, errors will occur, since the data in the batch no longer matches the job's settings.
While editing processor job settings, it is useful to also run the client to view imported batches. When using the client, you must refresh the batch list to see newly imported batches.

To add, copy, or edit an Import Processor job:

In a selected workspace, click the Capture tab.
In the Import Processor Jobs table, click the Add button or select a job and click the Edit button.

You can also copy an Import Processor job by selecting a job, clicking the Copy button, and entering a new name when prompted. Copying a job allows you to quickly duplicate and modify it.
Select settings on the General Settings train stop.
1. Enter a name in the Import Job Name field and a prefix in the Batch Prefix field. Imported batches are named using this prefix, followed by a number that increments with each new batch.
2. In the Import Source field, specify a source for imported files: Email Source, Folder Source, or List File Source.
  
  The source you select determines the settings shown on the Import Source Settings train stop.
3. In the Import Frequency field, specify the time interval at which the Import Processor job checks for files to import. You can choose every 30 seconds, every 1, 5, 15, or 30 minutes, every 1 hour, or every day. If you specify every day, specify a time in the Time Hr and Min fields that display.
4. Complete other settings on the train stop, such as specifying a default batch status or priority to assign to batches when they are created.
On the Image Settings train stop, complete settings relating to how imported image files are formatted and validated.
1. Select the Preserve Image Files option to preserve image files and allow the Import Processor to import images without performing any image processing. Selecting this option automatically disables all the other options on this train stop.
  
  You will be unable to edit preserved image file documents (for example, append pages, delete pages, or move pages).
2. In the Image Down-Sample field, specify how to convert images, by retaining their image format (None), converting color to grayscale (Down-sample color to 8 bit grayscale), or converting either to black and white (Down-sample color or grayscale to black and white).
3. In the JPEG Image Quality field, specify a value between 0 and 99, where 99 is the highest quality and 85 is the default setting. This field does not apply to black and white images.
4. In the If Image Validation Fails field, specify an action if an image page fails decompression validation: Delete the batch or Skip the file.
5. In the Blank Page Byte Threshold for black and white and the Blank Page Byte Threshold for color or grayscale fields, enter a file size value (in bytes). Any image whose size is less than or equal to the threshold is considered a blank page and therefore deleted.
  
  Note:
  For black and white (200 x 200 DPI images), the recommended value is 1500. At this setting, Capture can usually differentiate between a blank page and a page with a small amount of text.
On the Document Profile train stop, complete settings related to assigning metadata to imported documents. See Configuring Metadata Assignment During Import.
On the Import Source Settings train stop, configure source-specific settings.
- For an email source job, see Configuring Email Message and Email Attachment Importing.
- For a folder source job, see Configuring File Importing From a Folder.
- For a list file source job, see Configuring List File Importing.
On the Database Lookup train stop, optionally configure a database lookup to assign metadata values from a database during import. See Assigning Metadata Values from a Database Lookup During Import.
On the Post-Processing train stop, specify what happens after import processing completes, depending on whether system errors were encountered.

See Configuring Post-Processing.
Review settings on the Import Job Summary train stop and click Submit.
Test the Import Processor job you created.

Set the frequency to every 30 seconds and monitor the folder, list file, or email account to view processing activity.

6.3 Configuring Blank Page Detection in an Import Processor Job

When users import image documents, they may contain blank pages. To configure Capture to automatically detect and delete blank pages from documents, specify a threshold file size, where any image whose size is less than or equal to this threshold size will be considered a blank page and therefore will be deleted.

When adding or editing an Import Processor Job (see Adding, Copying, or Editing an Import Processor Job), select the Image Settings train stop.
In the Blank Page Byte Threshold for black and white and the Blank Page Byte Threshold for color or grayscale fields, enter a file size value (in bytes).
Note:
- If the Preserve image files option is selected, then the Blank Page Byte Threshold for black and white and the Blank Page Byte Threshold for color or grayscale fields will be disabled and blank images cannot be removed.
- Specify 0 to include blank pages.
- The Blank Page Byte Threshold for black and white and the Blank Page Byte Threshold for color or grayscale fields are applicable only for imported image files and not for non-image files.
Click Submit to save the Import Processor Job.

Note:
Blank images will be post-processed as valid images.

6.4 Deleting an Import Processor Job

When you delete an import job, the Import Processor no longer monitors for files to import at the job's specified frequency.

To delete an import job:

In a selected workspace, select the Capture tab.
In the Import Processor Jobs table, select a job to delete and click the Delete button.

(To deactivate rather than delete a job, select it and click the Toggle Online/Offline button.)
When prompted, click Yes to confirm the deletion.

6.5 Activating or Deactivating Import Jobs

If online, import jobs run at the interval specified in the Import Frequency field on the job's General Settings train stop. You can temporarily stop the job from running (take it offline) or change a deactivated job to run again.

Follow these steps to change an Import Processor job to online or offline:

On the Capture tab, select a job in the Import Processor Jobs table. Notice that the Status column displays Online or Offline for each job.
Click the Toggle Online/Offline button to either activate the job or deactivate it.

Note:

You can also deactivate or activate an Import Processor job by selecting or deselecting the Online field on the General Settings train stop.

6.6 Configuring Email Message and Email Attachment Importing

With an email import job, the Import Processor imports files attached to incoming email messages into Capture along with email message elements, such as subject and body text. Each imported email message becomes a batch, with email elements such as attachments, message body, or entire email message created as separate documents within the batch.

To configure email Import Processor job settings:

Follow the steps in Adding, Copying, or Editing an Import Processor Job to add, edit, or copy an Import Processor job, selecting Email Source in the Import Source field on the General Settings train stop.
Select the Import Source Settings train stop to configure email accounts, filter messages, process imported messages, and post-process messages.

On the Email Accounts tab, configure the email server the import processor job should connect to.

Note:

If multi-factor authentication is enabled in your Exchange email account, then you must use the Microsoft exchange web service type: OAuth: Authorization code flow plus Exchange Online Keys.

Connection Protocol	Available Options	Value
Standard IMAP email server	Standard IMAP email server	Enter a DNS name or IP address. For example, `emailserver.example.com`. This email server must support TLS 1.2 or higher and accept connections via port 993. If you are using SSL (Secure Sockets Layer) or TLS (Transport Layer Security), the certificate for the email server must be in the application server (WebLogic) keystore. See Configuring WebLogic Security: Main StepsConfiguring the Oracle WebLogic Security Framework: Main Steps inAdministering Security for Oracle WebLogic Server. Note: IMAP Protocol: standard IMAP (port 143) and IMAP SSL (port 993). For IMAP, in order to import emails from an email server using TLSv1.2, Capture version should be 12.2.1.4. Capture 12c release uses JavaMail 1.6, which supports the use of TLSv1.2. Whereas Capture 11g release uses JavaMail 1.4.1, which does not support TLSv1.2. For EWS, the TLS support depends on the underlying IIS setting. Office 365 already supports TLS 1.1 and 1.2 (the client endpoint supports TLS 1.2).
Microsoft Exchange Web Services	Exchange Service Type: Basic Authentication. Email account credentials only.	Enter the Microsoft exchange web service URL in the following format: `https://<hostname>/ews/exchange.asmx`. For example, `https://outlook.office365.com/ews/exchange.asmx`.
Microsoft Exchange Web Services	Exchange Service Type: OAuth. Email account credentials plus Exchange Online keys	Microsoft Email Exchange Service URL field: Enter the exchange web service URL to use in the following format: `https://<hostname>/ews/exchange.asmx`. For example,`https://outlook.office365.com/ews/exchange.asmx`. App Client ID, App Client Secret, and App Tenant ID: To get the values for the client ID, client secret, and tenant ID, register a new application using the Azure portal. When you register the application, add EWS.AccessAsUser.All API permission of Office 365 Exchange Online under Configuration permissions on the API permissions page under Manage. For details, see Register an application with the Microsoft identity platform. Note: Copy the secret value, not the secret ID, from secret for the App Client Secret. Enter the EWS.AccessAsUser.All value in the App Scope field. Add user accounts and configure other job settings. Note: To check the connectivity to exchange web services for OAuth in a Linux system, use this command:`wget https://outlook.office365.com`. This command saves the `index.html` file in the current directory.
Microsoft Exchange Web Services	Exchange Service Type: OAuth: Authorization code flow plus Exchange Online Keys. Note: This option is compatible with multi-factor authentication.	Exchange Online OAuth Authorization Code Flow is only accessible over SSL (HTTPS). Microsoft Email Exchange Service URL field: Enter the exchange web service URL to use in the following format: `https://<hostname>/ews/exchange.asmx`. For example,`https://outlook.office365.com/ews/exchange.asmx`. Copy the redirect URL from the Capture screen. You will need this when at the time of creating/registering an application in Microsoft Azure Portal in the next step. App Client ID, App Client Secret, and App Tenant ID: To get the values for the client ID, client secret, and tenant ID, register a new application using the Azure portal. For details, see Register an application with the Microsoft identity platform. When you register the application, add these permissions under Configuration permissions on the API permissions page under Manage: Mail.Read API permission of Microsoft Graph EWS.AccessAsUser.All API permission of Office 365 Exchange Online Note: Copy the secret value, not the secret ID, from secret for the App Client Secret. Add user accounts and configure other job settings. Note: To check the connectivity to exchange web services for OAuth in a Linux system, use this command:`wget https://outlook.office365.com`. This command saves the `index.html` file in the current directory.
Google Mail (OAuth)	Google Mail (OAuth)	See Set Up Google Mail (OAuth) for Email Import.
Microsoft Graph API	Exchange Service Type: OAuth. Email account credentials plus Exchange Online keys	App Client ID, App Client Secret, and App Tenant ID: To get the values for the client ID, client secret, and tenant ID, register a new application using the Azure portal. While configuring permissions for an app on the Microsoft Azure Portal, you need to add User.Read, Mail.ReadWrite and Mail.Send API permissions of Microsoft Graph. mail.readwrite, user.read, and mail.send in the App Scope: Enter the required values. Add user accounts and configure other job settings.
Microsoft Graph API	Exchange Service Type: OAuth: Authorization code flow plus Exchange Online Keys Note: This option is compatible with multi-factor authentication.	App Client ID, App Client Secret, and App Tenant ID: To get the values for the client ID, client secret, and tenant ID, register a new application using the Azure portal. When you register the application, add these permissions under Configuration permissions on the API permissions page under Manage: Mail.Read API permission of Microsoft Graph User.Read, Mail.ReadWrite and Mail.Send API permissions of Microsoft Graph. Add user accounts and configure other job settings.

Then configure the specific email accounts that the job will check for messages. In the Email Accounts to Process table, click the Add button. In the Add/Edit Email Account window, enter an email address and password to provide the job access to the email account.

Note:
If you selected OAuth: Authorization code flow plus Exchange Online Keys on the Import Source Settings page, in the Connection Protocol section, a URI is displayed as Redirect URL. You will need to add this URI under the Authentication section (Redirect > URIs) at the time of registering the application.

When your login is successful, you will see the Verified status in the Status column in the Email Accounts to Process table.
On the Message Filters tab, specify where and how to search for email messages and/or attachments.
1. In the Folders to Process field, enter one or more folders to search in the specified email accounts. The default value is the server's inbox. To specify multiple folders, separate them with a ; (semi-colon). To specify subfolders, include a path delimiter applicable for the mail server, such as a / (forward slash), as in folder/subfolder.
2. By default, Capture will process all emails in the specified folder unless a message filter is applied to the job. Optionally, in the Message Filters table, select the Enabled field for each email element to search, then enter characters to find in the Field Contains field.
  
  For example, to search for emails whose subject or message body contains the word payment, you would select Enabled for both search fields, include payment in each Field Contains entry, and select the Or search operator.
3. In the Search Operator field, select the search operator to use for the specified message filters: And (default) imports only if all search criteria match, while Or imports if any search criteria matches.
On the Processing tab, specify how to process the email messages and their attachments. For example, specify information to include, and priority to assign to batches, based on email priority.
1. Under Email Message Options, specify whether to import the message body file, and if yes, select an import format (text or EML) and whether to include it when no attachments are present. Lastly, specify whether to import the entire email message (including attachments) as an EML file.
2. If you want the attachments of attached emails to be processed to see if they match the masks and should be included as documents in the batch, select the Process attachments of attached emails check box.
  
  Note:
  Emails are scanned and processed for attachments up to 10 levels of nesting.
3. In the Include attachments matching these masks(s) field, specify attachment files to include based on their file masks. You can enter multiple file masks separated by a comma or semi-colon. For example, you might include all PDF files (*.pdf).
4. In the Exclude attachments matching these mask(s) field, specify attachment files to exclude based on their file masks. You can enter multiple file masks separated by a comma or semi-colon. For example, you might exclude all GIF files (*.gif).
5. Optionally, select Always post-process when attachments do not match mask(s) field to always post-process emails when attachments do not match mask(s) specified in fields, Include attachments matching these mask(s) and Exclude attachments matching these mask(s). If this field is enabled and the attachments do not match the mask(s) specified, then the email import is considered as a failed import and post-processed according to the settings you specify under the Upon Failed Import field in the Post-Processing tab.
  
  Note:
  The Always post-process when attachments do not match mask(s) field is disabled when both Import message body file and Include when no attachments exist fields are enabled together.
6. Under Document Ordering, specify the order in which the elements (for example, message body and attachments) from an email message are ordered as documents in imported batches.
7. Under Include in Batch Note, select message elements (such as Received Date/Time, From Address, To Address, Subject, Message ID, and Message Body) to include in a note attached to each imported batch. See How do I add, edit, and delete batch notes? in Using Oracle WebCenter Enterprise Capture.
8. Under Batch Priority, optionally assign a priority to each new batch based on its email priority (low, normal, or high). For example, enter 8 in the High field to assign high priority emails a batch priority of 8 in Capture. Emails not assigned a priority are considered normal priority.
On the Post-Processing tab, specify what happens to email messages after successful or failed import. You can delete messages, delete messages and forward to another email address, move them to a specified folder within the email account, or in the case of failed import, prevent messages from being deleted and also, delete messages and forward to another email address. For example, you might prevent successfully imported emails from being imported again if the job is run regularly by moving them to a specified folder, but retain messages that failed import.

Note:
You need to specify SMTP settings in the Enterprise Manager for this feature to work. For SMTP settings, see Configuring Capture MBeans in Administering Oracle WebCenter Enterprise Capture.
Complete other Import Processor job train stops as described in Adding, Copying, or Editing an Import Processor Job.
Test the email import job.

When the job is activated at the specified frequency, the Import Processor checks the specified email accounts for messages and searches folders for matching emails. If found, the Import Processor creates a Capture batch and creates a document for each document being imported from the email message, optionally populates metadata fields with email metadata, and deletes successfully imported messages or moves them to a folder.

6.7 Set Up Google Mail (OAuth) for Email Import

You can configure the import processor to use Google mail OAuth to import files attached to incoming email messages along with email message elements such as subject and body text, into Oracle WebCenter Enterprise Capture.

Note:

Google's authorization server is only accessible over SSL (HTTPs) and refuses HTTP connections.

Each imported email message becomes a batch, with email elements such as attachments, message body, or entire email message created as separate documents within the batch.

Note:

The Gmail API enforces a per-user concurrent request limit (in addition to the per-user rate limit). This limit is shared by all Gmail API clients accessing a given user and ensures that no API client is overloading a Gmail user mailbox or their backend server. Making many parallel requests for a single user or sending batches with a large number of requests can trigger this error. A large number of independent API clients accessing the Gmail user mailbox simultaneously can also trigger this error. If this limit is exceeded, the error message "Too Many Requests" is returned. Set the job frequency for gmail import jobs to be no less than 15 minutes.

Here is what you need to do to set up Google (OAuth) email import:

6.7.1 Obtain the Redirect URL for Creating a Google Mail App

To be able to configure a Google Mail app, you need the host name and authorization URL details of Oracle WebCenter Enterprise Capture instance you want to connect to.

To obtain the redirect URL:

Sign in to Oracle WebCenter Enterprise Capture as an administrator and go to Capture.
Open your procedure and go to the Capture tab.
In the Import Processor Jobs table, click to create a new job.
On the General Settings page:
1. Enter a name in the Import Job Name field and a prefix in the Batch Prefix field. Imported batches are named using this prefix, followed by a number that increments with each new batch.
2. In the Import Source field, make sure that you select Email Source.
On the Import Source Settings page, in the Connection Protocol section, select Google Mail (OAuth).
A Redirect URL is displayed. Copy this URL whose format is https://<hostname>.<domainname>.com:<port>/dc-console/faces/completeAuthorization. Your URL may or may not have a port. Without a port, the URL would be in this format: https://<hostname>.<domainname>.com/dc-console/faces/completeAuthorization

Note:
Don’t yet submit your inputs or navigate away from this page. You need to return to this page to configure Google mail OAuth, after you’ve created a Google Mail app and obtained the Client ID and Client Secret. You’ll enter them in the Client ID and Client Secret fields.

6.7.2 Configure a Google Mail App for Email Import

To configure a Google Mail app:

Go to the Google APIs console in another browser window.
On the Manage resources page, you will see a list of your projects if you've already created them in the Google Developers Console. If you haven’t done so already, do the following:
1. Click CREATE PROJECT.
2. Enter a Project name.
3. To help you easily identify your project in the console, edit the Project ID by clicking EDIT and entering a meaningful ID.
4. You need to select a location if you've defined any organizational resources or folders. If not, accept the default and click CREATE.
  Your project will be created, and you'll be redirected to your project list in the console.
On the upper left corner, click , select APIs & Services and then select Dashboard.

Note:
If you are not viewing the recently created project's dashboard, select your project from the drop-down list in the upper left corner.
In the left sidebar, click Library to go to the API Library page. Then search for the Gmail API library and enable it.
On the upper left corner, click , select APIs & Services and then OAuth consent screen. Choose your target users on the OAuth consent screen, and then click CREATE.
On the Edit app registration page, on the OAuth consent screen tab:
- In the App name field, enter your product name, for example, Gmail App.
- In the User support email drop-down list, select your email address for user support.
- Scroll down to the Developer contact information section and in the Email addresses field, enter your email address.
- Click SAVE AND CONTINUE.
On the Scopes tab:
1. Click ADD OR REMOVE SCOPES.
2. In the Update selected scopes section, either select check boxes for the following GMail API scopes, or manually enter these scopes in the Manually add scopes box and click ADD TO TABLE. Then click UPDATE.
  - https://www.googleapis.com/auth/userinfo.email
  - https://www.googleapis.com/auth/gmail.modify
  - https://www.googleapis.com/auth/userinfo.profile
3. Click SAVE AND CONTINUE.
  The userinfo.email anduserinfo.profile scopes are displayed in the Your non-sensitive scopes section and the gmail.modify scope is displayed in the Your restricted scopes section on the Scopes tab.
On the Test users tab, click SAVE AND CONTINUE.
On the Summary tab, you can review your settings and then click BACK TO DASHBOARD.
Under Publishing Status, in the Testing section, click PUBLISH APP and then in the Push to production? dialog, click CONFIRM to publish the app.
On the left side bar, click Credentials and then do the following:
1. On the Credentials page, click CREATE CREDENTIALS, and then select OAuth client ID.
2. In the Application type drop-down list, select Web application.
3. Name the client, for example, Gmail OAuth App Client.
4. In Authorized redirect URIs, click ADD URI and paste the redirect URL you copied from your Capture procedure.
5. In Authorized JavaScript origins, click ADD URI and paste the redirect URL, but remove everything after the domain or after the port if your URI includes a port.
6. Click CREATE.
  Your Client ID and Client Secret values are displayed in the OAuth client created dialog. Make a note of these values and then click OK.
  
  Now go back to Oracle WebCenter Enterprise Capture and begin where you left. That is, begin with entering the client ID and secret to configure Google mail OAuth.

6.7.3 Configure Google Mail OAuth for Capture Email Import

To configure Google Mail OAuth email import processor job settings:

Go back to your Capture procedure and begin where you left.
On the Email Accounts tab, you selected Google Mail (OAuth) connection protocol. Now, enter the client ID and secret you copied at the time of configuring your Google mail app in the Client ID and Client Secret fields.
In the Email Accounts to Process table, click .
To provide the email processor job an access to the email account, on the Google Mail sign-in page, enter the email address and password of the email ID you are going to use.
Confirm your choices by clicking Allow.

The email ID is displayed in the Email Accounts to Process table under the Email Addresses column. Its status should be Verified.

You can add more Google Mail IDs in this table using the steps you followed so far. To delete an email ID, select its row in the table and then click .
On the Message Filters tab, specify where and how to search for email messages and/or attachments.
1. In the Folders to Process field, enter one or more folders to search in the specified email accounts. The default value is the server's inbox. To specify multiple folders, separate them with a ; (semi-colon). To specify subfolders, include a path delimiter applicable for the mail server, such as a / (forward slash), as in folder/subfolder.
2. By default, Enterprise Capture processes all emails in the specified folder unless a message filter is applied to the job. Optionally, in the Message Filters table, select the Enabled field for each email element to search, then enter characters to find in the Field Contains field.
  
  For example, to search for emails whose subject or message body contains the word payment, you would select Enabled for both search fields, include payment in each Field Contains entry, and select the Or search operator.
3. In the Search Operator field, select the search operator to use for the specified message filters: And (default) imports only if all search criteria match, while Or imports if any search criteria matches.
On the Processing tab, specify how to process the email messages and their attachments. You can specify which information to include and the priority to assign to batches, based on the email priority.
1. Under Email Message Options, specify if the message body file should be imported. Specify its import format (text or EML) and whether it should be included when no attachments are present, and if the entire email message (including attachments) should be imported as an EML file.
2. In the Include attachments matching these masks(s) field, specify attachment files based on their file masks. You can enter multiple file masks separated by a comma or semi-colon. For example, you might include all PDF files (*.pdf).
3. In the Exclude attachments matching these mask(s) field, specify attachment files to exclude based on their file masks. You can enter multiple file masks separated by a comma or semi-colon.
4. Optionally, select Always post-process when attachments do not match mask(s), Include attachments matching these mask(s) and Exclude attachments matching these mask(s). If this field is enabled and the attachments do not match the mask(s) specified, then the email import is considered unsuccessful and post-processed according to the settings you specify under the Upon Failed Import field in the Post-Processing tab.
  
  Note:
  The Always post-process when attachments do not match mask(s) field is disabled when both Import message body file and Include when no attachments exist fields are enabled together.
5. Under Document Ordering, specify the order in which the elements (for example, message body and attachments) from an email message are to be ordered as documents in imported batches.
6. Under Include in Batch Note, select message elements (such as Received Date/Time, From Address, To Address, Subject, Message ID, and Message Body).
7. Under Batch Priority, optionally assign a priority to each new batch based on its email priority (low, normal, or high). For example, enter 8 in the High field to assign high priority emails a batch priority of 8 in Enterprise Capture. Emails not assigned a priority are considered normal priority.
On the Post-Processing tab, specify what happens to email messages after successful or failed import. You can delete messages, move them to a specified folder within the email account, or in the case of failed import, prevent messages from being deleted. For example, if the job is run regularly, you might prevent successfully imported emails from being imported again by moving them to a specified folder.
Complete other import processor job pages.

You can now test the email import job. The import processor checks the configured email accounts for messages and searches folders for matching emails. If matching emails are found, the import processor creates a Enterprise Capture batch and a document for each document being imported from the email message. Optionally, the import processor populates metadata fields with email metadata and deletes successfully imported messages, or it moves them to a folder.

Periodically, Oracle WebCenter Enterprise Capture fetches emails from the email account you configure on the Email Accounts tab.

6.8 Configuring File Importing From a Folder

With a folder import job, the Import Processor monitors an import folder, and imports all files it finds with a specified file mask.

To configure folder Import Processor job settings:

Follow the steps in Adding, Copying, or Editing an Import Processor Job to add, edit, or copy an Import Processor job, selecting Folder Source in the Import Source field on the General Settings train stop.
Complete settings on the Import Source Settings train stop.
1. In the Import Folder Path field, specify the folder for the Import Processor to monitor. Use a fully qualified folder path relative to the Capture server operating system.
  
  On Linux, you might enter: /net/abc-01/import/expenses
  
  On Windows, you might enter: \\abc-01\import\expenses
2. In the File Mask(s) field, specify the type of files to import by entering an extension (*.tif or *.pdf, for example). Specify *.* to import all files. Separate multiple masks with a semi-colon (;) character.
3. If you want Import Processor to monitor and import files from subfolders within this folder, select the Process subfolders field.
  
  Figure 6-2 Choosing Folder Settings on the Import Source Settings Train Stop
  
  Description of "Figure 6-2 Choosing Folder Settings on the Import Source Settings Train Stop"
4. In the Create a New Batch field, specify whether to create a new batch with each file imported or with each folder imported. When creating a batch per folder, each subfolder processed will create a new batch.
5. In the Ready File field, optionally enter a file name that must exist in the folder (and each subfolder, if applicable) before processing the folder. This option delays the processing of a folder until the ready file appears. When processing is completed, the ready file is deleted.
6. In the File Processing Order fields, specify the order in which files in the import folder are processed, by specifying their primary and secondary sort type and order. You can specify import order based on sort types of None (no sort order), File Name, File Extension, or File Modified Date, and specify a sort order of Ascending or Descending.
7. In the File Post-Processing fields, specify how to change files after import so they are not imported again if the job is run regularly. In other words, you must change the file names so that they no longer match the File Mask(s) specified for the job. You can delete files, change their extension, or add a prefix to them. You can also perform cleanup on processed subfolders by selecting the Delete processed subfolder if empty field.
Complete other Import Processor job train stops as described in Adding, Copying, or Editing an Import Processor Job.
Test the folder import job.

When the job is activated at the specified frequency, the Import Processor checks the folder for files matching the file mask(s). If it finds matches, it imports the files and creates new batches, populates metadata fields, and deletes or renames the files as specified.

6.9 Configuring List File Importing

With a list file import job, the Import Processor monitors an import folder for matching list files, and imports the document files, metadata values, and attachments identified in the list file.

A list file job can also search a database for matching list file values in order to populate metadata fields. See Assigning Metadata Values from a Database Lookup During Import.

To configure list file Import Processor job settings:

Generate a list file.

A list file is a text file containing records of delimited data that identify the names of files to be imported and their location. Each record may also include metadata values to assign to the document or to match against a database file. The list file may also contain one or more attachment records to be imported for a document. See Importing Attachments During List File Importing.
Follow the steps in Adding, Copying, or Editing an Import Processor Job to add, edit, or copy an Import Processor job, selecting List File Source in the Import Source field on the General Settings train stop.
On the General Settings train stop, complete the Default Locale, Encoding, and Default Date Format fields.

These fields enable the Import Processor to correctly read list files based on your locale.
Complete settings on the Import Source Settings train stop.
1. In the Import Folder Path field, specify the folder for the Import Processor to monitor. Use a fully qualified folder path relative to the Capture server operating system.
  
  On Linux, you might enter: /net/abc-01/import/expenses
  
  On Windows, you might enter: \\abc-01\import\expenses
2. In the File Mask(s) field, specify the type of files to import by entering an extension. Specify *.* to import all files. Separate multiple masks with a semi-colon (;) character.
3. To monitor and import list files from subfolders within the specified folder, select the Process subfolders field.
4. From the Create a New Batch options, specify whether to create a new batch for each list file or folder imported. When creating a batch per folder, each subfolder processed will create a new batch.
5. In the Field Delimiter field, specify how fields are delimited in the list file. Use a delimiter that will not be used in the list file metadata.
  
  For example, enter | (pipe), , (comma) or ~ (tilde).
6. In the Maximum Fields Per Document field, specify a maximum number of fields in the list file to map to metadata fields.
7. In the Document File Field Position field, enter the list file field position of document file names and locations. For example, enter 1 if the first field in each record in the list file identifies a document file path and name.
  
  Note:
  
  If the specified document file field position does not contain a path to the file to be imported, it is assumed that the file is located in the same folder as the list file being processed.
8. In the List File Post-Processing fields, specify how to change list files after import so they are not imported again if the job is run regularly. In other words, you must change the list file names so that they no longer match the File Mask(s) specified for the job. You can delete them, change their extension, or add a prefix to them.
9. In the Document File Post-Processing fields, specify if you want to delete document files and their attachments from their specified location after successful import.
  
  Figure 6-3 Choosing List File Settings on the Import Source Settings Train Stop
  
  Description of "Figure 6-3 Choosing List File Settings on the Import Source Settings Train Stop"
On the Document Profile train stop, map Capture metadata fields to list file values, identifying field position in the list file using the Field 1 - Field n metadata attributes. You can also map system level fields, as described in Configuring Metadata Assignment During Import.

For example, to map a Customer ID metadata field with the first field in each record in the list file, you would select the Customer ID field in the Metadata Field Mappings table, click the Edit button, and select Field 1 in the Metadata Attributes field of the Metadata Field Mappings window.

Figure 6-4 Mapping Metadata Fields to List File Fields

Description of "Figure 6-4 Mapping Metadata Fields to List File Fields"
Complete other Import Processor job train stops as described in Adding, Copying, or Editing an Import Processor Job.
Test the list file import job.

When the job is activated at the specified frequency, the Import Processor checks the folder for list files matching the specified file mask(s), imports the document files and their attachments identified in the list file, optionally populates metadata fields with list file data and deletes or renames the list file.

6.10 Importing Attachments During List File Importing

When processing a list file, the Import Processor imports the document files, metadata values, and attachments identified in the list file. The format to define an attachment within the list file is:

@Attachment[delimiter][Attachment Type][delimiter][Attachment File]

or

@Support[delimiter][Attachment Type][delimiter][Attachment File]

Usage of the @Attachment command is recommended.

When the Import Processor processes an attachment record, it imports the attachment for the document specified in the previous record. Therefore, the attachment must not be specified as the first record in the list file. Specifying the attachment as the first record will cause an error.

Example 6-1 Example:

Doc1.TIF|Corp 1|Invoice
@Attachment|PO|PO1.TIF
Doc2.TIF|Corp 2|Invoice

In the above example, PO1.TIF is imported as a document attachment for the Doc1.TIF document. Multiple attachment records can be specified for a document.

Example 6-2 Example:

Doc1.TIF|Corp 1|Invoice
@Attachment|PO|PO1.TIF
@Attachment|Contract|Contract1.PDF
@Attachment|Contract|Amendment1.PDF
Doc2.TIF|Corp 2|Invoice

If the attachment file is a multiple page TIFF, each page is imported as a separate batch item and assembled into an attachment.

6.11 Configuring Metadata Assignment During Import

Use the Document Profile train stop to configure how import job values are mapped to Capture metadata fields during import processing.

In an Import Processor job, select the Document Profile train stop, as shown in Figure 6-5.
In the Default Document Profile field, specify a document profile to assign to imported documents. The selected profile classifies the document. For example, if users open the batch in the client, this document profile is selected.

Figure 6-5 Configuring Metadata Assignment for an Import Processor Job

Description of "Figure 6-5 Configuring Metadata Assignment for an Import Processor Job"
In the Metadata Field Mappings table, map Capture metadata fields to metadata values specific to the selected import source.

In the Metadata Field column, select a Capture field to populate, and click the Edit button.

Note:

Regardless of the default document profile selected, all metadata fields in the workspace are available for mapping.

Complete settings in the Metadata Field Mappings window.

Select a metadata value for the import source in the Metadata Attributes field. To populate with a default value, select Default value in this field, then specify the value in the Default Value field. If needed, select a date format in the Date Format field.

Note:

The Date Format field is available only for the List File source and only when mapped to a list file position, Field 1 - Field n. If a date format is not specified, the default date format specified on the General Settings train stop is used.

In a list file import job, select from list file, document, or field-related attributes, listed in Table 6-1. To map values contained in the list file, identify their field position using the field attributes (Field 1, Field 2, and so on.) The number of field attributes displayed depends on the number specified in the Maximum Fields Per Document field on the list file's Import Source Settings train stop.

Table 6-1 System Metadata Attributes for List File Import Jobs

System Attribute	Value for example list file being imported (/import/expenses/20120426/Customer1.LST)
List File Name	Customer1.lst
List File Base File Name	Customer1
List File Extension	LST
List File Folder Path	/import/expenses/20120426
List File Folder Name	20120426
List File Full File Path	/import/expenses/20120426/Customer1.LST
Document File Name	Customer1.pdf
Document Base File Name	Customer1
Document File Extension	pdf
Document Folder Path	/import/expenses/20120426
Document Folder Name	20120426
Document Full File Path	/import/expenses/20120426/Customer1.pdf
Document File Modified Date/Time	File modified date/time - system value

In a folder import job, select from folder, file, or path-related attributes, listed in Table 6-2.

Table 6-2 System Metadata Attributes for Folder Import Jobs

System Attribute	Value for example path for file being imported (/import/expenses/20120426/Customer1.pdf)
File Name	Customer1.pdf
Base File name	Customer1
File Extension	pdf
Folder Path	/import/expenses/20120426
Folder Name	20120426
Full File Path	/import/expenses/20120426/Customer1.pdf
File Modified Date/Time	File modified date/time - system value

In an email import job, select from email message-related attributes, listed in Table 6-3.

Table 6-3 System Metadata Attributes for Email Import Jobs

System Attribute	Description
From Name	Name alias of From address
From Address	Sender's email address
Reply To Name	Reply To Name for the message
Reply To Address	Reply To Address for the message
Recipient Names	Collection of recipient names for the message
Recipient Addresses	Collection of recipient address for the message
Folder	Folder name from which the message was obtained
Received Date	Date and time message was received
Sent Date	Date and time message was originally sent
Subject	Subject of the message
Email Importance	Low, normal and high priority value of the message
MessageId	Unique ID of the message

In any import job, select from common system attributes, listed in Table 6-4.

Table 6-4 Common System Metadata Attributes for Import Jobs

System Attribute	Description
Import Date/Time	Date and time at which the batch was imported
Import Job Name	Name assigned to the Import Processor job
Default Value	Default value assigned as specified
Capture Server's Host Name	Host name assigned to the Capture server

Click OK. Map other metadata fields in the Metadata Field Mappings table as needed.

6.12 Assigning Metadata Values from a Database Lookup During Import

Follow these steps to use a database lookup profile in an import job. Using a database lookup allows the Import Processor, in addition to importing from an email, folder, or list file source, to also search a specified database for a record that matches an identifying value and if found, populate other metadata fields from the database.

To perform a database search during an import job, the Import Processor needs a value to search for in a specified database record. For example:

A list file import job might search for a list file value, such as a Customer ID field value.
An email import job might search for an email message value, such as the subject or from address value.
A folder import job might search for a file name, such as files named with an employee ID value.

To configure a database lookup for an Import Processor job:

On the Metadata tab, create the database lookup profile, as described in Managing Database Lookups.
On the Capture tab, add or edit an Import Processor job, as described in Adding, Copying, or Editing an Import Processor Job.
On the import job's Document Profile train stop, configure mapping for the search field you defined in the database lookup. See Configuring Metadata Assignment During Import.

For example, for a list file import job, you would map the database lookup's search field by selecting the metadata field in the Metadata Field Mappings table, clicking the Edit button, and selecting the field position of the list file value to search.
On the import job's Database Lookup train stop, configure the lookup.
1. In the Database Lookup Profile field, select the profile you created in step 1.
2. In the Database Search Field field, select the Capture field on which to search.
3. In the When more than one record is found field, select whether to use the first record found or skip selecting a record.
Run the Import Processor job and test the database lookup.

When the job is online and run at its frequency, the Import Processor imports as specified, reads or acquires the specified search field, searches the database field for a matching value and if found, populates other metadata fields from the database table.

6.13 Configuring Post-Processing

You use post-processing settings to specify what happens after import processing completes a batch. To configure post-processing for an Import Processor job:

When adding or editing a job (see Adding, Copying, or Editing an Import Processor Job), select the Post-Processing train stop.
When there is no system error:
1. In the Batch Processor field, select the next step for batches after they are created and import processing is complete. Selecting None allows the batch to be immediately available to the client.
2. In the Batch Processor Job field, select a recognition or document conversion job to run, if you selected Recognition Processor or Document Conversion Processor or an XML Transformation Processor in the previous step.
When there are system errors:
In the To send email notification, enter email address field, specify the email address of the user to be notified when there are issues.
Click Submit to save the client profile.

6.14 Customizing Import Processing Using Scripts

To customize Import Processor behavior, incorporate JavaScripts. For example, you might use scripts to skip the importing of certain files or batches or to add document-level metadata values during importing.

To use a script in an Import Processor job:

From a developer, obtain an Import Processor JavaScript file.

See Creating Import Processor Scripts in Developing Scripts for Oracle WebCenter Enterprise Capture.
On the workspace's Advanced tab, import the script, specifying Import Processor as its script type, and identifying the script file. See Managing Capture Scripts.
On the Capture tab, select the Import Processor job and click the Edit button.
In the Script field on the General Settings train stop, select the Import Processor script you imported.
Test the results of the added import script.

Optionally, in the Import Frequency field, specify a short time interval (to accelerate the testing process), then click Submit to save the job. Monitor the specified import source and test the import results.