User and Administration Guide

Open Text Imaging Enterprise Scan

Open Text Imaging Enterprise Scan (Enterprise Scan) is the scan

client for scanning, indexing and archiving documents. It features
high-quality and high-volume scanning and mass scan scenarios.
This manual describes the usage and administration of Enterprise
Scan.

CL090701-UES-EN
User and Administration Guide
Open Text Imaging Enterprise Scan
CL090701-UES-EN
Rev.: 2010-Apr-12
This documentation has been created for software version 9.7.1.
It is also valid for subsequent software versions as long as no new document version is shipped with the product or is
published at https://knowledge.opentext.com.
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Copyright © by Open Text Corporation, Open Text Inc.

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 Table of Contents

PRE Introduction 9
i Target groups for this guide ..................................................................... 9
ii Structure of this guide ............................................................................ 10
iii What's new in version 9.7.1? ................................................................. 10
iv Help functions ........................................................................................ 12
v Product documentation .......................................................................... 13
vi Conventions ........................................................................................... 14
vii Contact information ................................................................................ 15
viii Respect for legal guidelines................................................................... 16

Part 1 Basic tasks 19

1 Sorting the paper documents................................................. 21

2 Starting the scanner and Enterprise Scan............................. 23
3 Starting the scan operation .................................................... 27
3.1 Scanning from External Storage ............................................................ 28
3.2 Scanning from fax .................................................................................. 30
3.3 Dual stream scanning ............................................................................ 30

4 Postprocessing the scanned pages....................................... 33

4.1 Selecting pages and documents............................................................ 34
4.2 Navigating through documents and pages ............................................ 34
4.3 Rotating pages ....................................................................................... 35
4.4 Copying and pasting pages into other applications ............................... 36
4.5 Dragging image files to the Thumbnails view ........................................ 36
4.6 Sorting documents ................................................................................. 37
4.7 Separating or joining documents ........................................................... 38
4.8 Merging documents................................................................................ 39
4.9 Deleting pages ....................................................................................... 40
4.10 Changing the document group, batch or folder ..................................... 41
4.11 Changing the index ................................................................................ 42
4.12 Homogenizing colors.............................................................................. 43

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4.13 Marking documents for further processing ............................................ 43

4.14 Sending files........................................................................................... 44
4.15 Printing documents ................................................................................ 44

5 Exporting documents ..............................................................47

5.1 Exporting to file system .......................................................................... 47
5.2 Exporting to External Storage ................................................................ 48

6 Indexing and archiving documents ........................................49

6.1 Confirming the archiving settings........................................................... 51

7 Settings and options ...............................................................53

7.1 Customizing toolbars ............................................................................. 53
7.2 Customizing keyboard shortcuts............................................................ 53
7.3 Configuring user options ........................................................................ 54
7.4 Configuring display of thumbnails .......................................................... 55

Part 2 Profiles and advanced configuration 59

8 Concept of Enterprise Scan ....................................................61

9 Working with profiles ..............................................................63
9.1 Preparations........................................................................................... 63
9.2 Creating a profile.................................................................................... 64
9.3 Modifying existing profiles...................................................................... 68
9.4 Validating profiles................................................................................... 70

10 Configuring input.....................................................................71
10.1 Configuring the format checker.............................................................. 72
10.2 Configuring file input .............................................................................. 74
10.3 Configuring external storage.................................................................. 76
10.4 Configuring File Import........................................................................... 77
10.5 Configuring ISIS scanners ..................................................................... 77
10.6 Configuring Kofax certified scanners and VirtualReScan...................... 90
10.7 Configuring fax input .............................................................................. 90

11 Configuring processing...........................................................93
11.1 Page processing .................................................................................... 94
11.2 Separating documents (Document creation) ....................................... 122
11.3 Batch/folder creation or assignment .................................................... 126
11.4 Document processing ......................................................................... 130
11.5 Document classification ....................................................................... 132

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12 Configuring indexing and archiving .................................... 137

12.1 Indexing and archiving scenarios......................................................... 137
12.2 Configuring an Init-Profile script........................................................... 141
12.3 Configuring Indexing ............................................................................ 142
12.4 Configuring a Pre-Archive script .......................................................... 175
12.5 Configuring archiving ........................................................................... 178

Part 3 Administration tasks 207

13 Customizing workstation options ........................................ 209

13.1 Configuring general options ................................................................. 210
13.2 Configuring the document index .......................................................... 211
13.3 Configuring global script functions ....................................................... 212
13.4 Configuring document groups, batches and folders ............................ 212
13.5 Configuring scanning view ................................................................... 213
13.6 Configuring Configuration Management settings................................. 214

14 Defining areas for recognition.............................................. 217

14.1 Configuring area sets ........................................................................... 219

15 Permissions........................................................................... 221
16 Sharing, exporting and importing the configuration .......... 223
16.1 Sharing the configuration ..................................................................... 223
16.2 Exporting and importing the configuration ........................................... 223
16.3 Uploading and downloading the configuration..................................... 224

17 Defining archiving settings................................................... 231

17.1 Administration Server and Document Pipeline .................................... 231
17.2 TCP log in ............................................................................................ 233
17.3 Livelink log in........................................................................................ 234
17.4 SAP Login ............................................................................................ 239
17.5 Archiving from the leading application ................................................. 240

18 Monitoring archiving through Document Pipeline .............. 243

19 Backing up............................................................................. 245
19.1 Backing up the document stack ........................................................... 245
19.2 Backing up the Document Pipeline directory ....................................... 245
19.3 Backing up external storage repositories............................................. 246

20 Troubleshooting Enterprise Scan ........................................ 247

20.1 General recommendation .................................................................... 247
20.2 Troubleshooting Enterprise Scan......................................................... 248

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21 Troubleshooting the Document Pipelines for Enterprise

Scan........................................................................................253
21.1 Restarting the Document Pipeline ....................................................... 253
21.2 The spawncmd utility ........................................................................... 253
21.3 Spawner and Document Pipeline log files ........................................... 257

Part 4 Reference 259

22 Menus and icons....................................................................261

22.1 File menu ............................................................................................. 261
22.2 Edit menu ............................................................................................. 261
22.3 View menu ........................................................................................... 263
22.4 Page menu........................................................................................... 263
22.5 Document menu................................................................................... 265
22.6 Profile menu ......................................................................................... 266
22.7 Tools menu .......................................................................................... 267
22.8 Help menu............................................................................................ 267

23 Template for scan operator checklists.................................269

24 Scripts for indexing and archiving .......................................273
24.1 General overview ................................................................................. 273
24.2 Scripting examples............................................................................... 284

25 Example: Separating documents by barcode and sorting

into groups using regular expressions ................................293
26 Placeholders for Notes..........................................................297
27 Color reduction methods ......................................................299
28 Regular Expressions .............................................................301
29 Incorrectly scanned pages....................................................305
30 Frequently asked questions..................................................307
30.1 General questions ................................................................................ 307
30.2 Questions about scanners ................................................................... 307
30.3 Questions about barcodes ................................................................... 308

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Part 5 Appendix 311

31 Administering the Enterprise Scan Webinterface ............... 313

GLS Glossary 319

IDX Index 323

CL090701-UES-EN Open Text Imaging Enterprise Scan vii

Preface
Introduction
With Open Text Imaging Enterprise Scan (Enterprise Scan), workflows can be
implemented from receipt by post through scanning and linking to the leading
application, through to archiving. After scanning, the pages can be checked
carefully, straightened and cleaned up. Several functions are available to improve
contrast and legibility. Enterprise Scan also provides support for sorting and
archiving.

i Target groups for this guide

According to different tasks and knowledge background, there are various user
groups for the Enterprise Scan:

Target group Tasks Knowledge

Unskilled scan opera- Scanning, basic postprocessing and • Basic Windows
tors archiving documents (see “Basic knowledge
tasks” on page 19) • Basic knowledge of the
leading application
Experienced scan op- • Scanning, basic postprocessing • Basic Windows
erators and archiving documents (see knowledge
“Basic tasks” on page 19) • Expert image process-
• Experienced postprocessing (see ing knowledge
“Configuring processing” on
page 93)
Scan administrators • Experienced postprocessing (see • Expert Windows
“Configuring processing” on knowledge
page 93) • Expert image
• Configuring profiles (see processing knowledge
“Working with profiles” on • Expert administration
page 63) knowledge
• Administration tasks (see
“Administration tasks” on
page 207)
• Preparing scan operator instruc-
tions (see “Template for scan op-
erator checklists” on page 269)

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Introduction

Target group Tasks Knowledge

Open Text Global • Configuring basic profiles in • Expert administration
Services members collaboration with the scan knowledge
administrator (see “Working with • Expert knowledge of
profiles” on page 63) Open Text products
• Preparing scan operator instruc-
tions (see “Template for scan op-
erator checklists” on page 269)

There might be overlap between the different user groups because one task might be
carried out by one target group or the other.

ii Structure of this guide

The structure is geared to the different target groups. Thus each user can quickly
find the required information:
• “Introduction” on page 9
This chapter introduces you to the Enterprise Scan functionality and helps you
find your way around the manual. You should have a quick look at this chapter
to ensure that you can make the best use of this information.
• “Basic tasks” on page 19
This chapter describes the basic tasks of a scan operator.
• “Profiles and advanced configuration” on page 59
This chapter describes the configuration of profiles and advanced
postprocessing.
• “Administration tasks” on page 207
This chapter describes all administration tasks for the Enterprise Scan. For these
tasks, you need administration rights.
• “Reference” on page 259
The Reference part provides an overview of all menus and icons, a template for a
scan operator checklist and other useful information.

iii What's new in version 9.7.1?

Enterprise Scan 9.7.1 introduces the following new features:
Scanning
• Dual stream support to improve the scanning speed for color images:
• Software emulation
• Hardware dual stream

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 Introduction

• Extended error handling for scanner hardware errors

• Improved performance
Archiving
• Export feature to Open Text Capture Center. Enterprise Scan users can
archive documents to Capture Center.
• Integration with Oracle Applications. Enterprise Scan users can import
custom Oracle attributes and archive documents through the Document
Pipeline for Oracle Applications.
• Improved SAP indexing
Archiving to new container types in Livelink
• Support of archiving to “Project” object types and “Email” folder types in
Livelink. Only available when archiving through the Document Pipeline for
LES.
Document Pipeline for LES
• Support of Records Management (RM). RM attributes and classification can
be imported from Livelink and attached to a document. Available when
using the Document Pipeline for LES
• Communication to Livelink using HTTP/HTTPS protocol (URL login) in
addition to RPC protocol (direct login)
• Support of Document Pipeline Remote Interface for communication to
Livelink. A local installation of document pipelines is no longer a
mandatory requirement for using Document Pipeline for LES.
• Single-sign on for the impersonate scenario. If Livelink is configured for
NTLM authentication and the Enterprise Scan user belongs to the same
domain, the user can release the document into Livelink without providing
the credentials for Livelink.
• Support of the OCR pipeline to transform images to searchable PDF/A or
PDF using the new OCR doctool.
• Support of Unicode when archiving through the Document Pipeline for LES
Indexing and scripting
• PageAttributes scripting attribute extended to support new functions:

• GetRecognizedBarcodeCount

• GetBarcodeType

• Application scripting attribute extended to support new functions:

• StopScanning: to control the behavior of the scanning operation

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Introduction

• Scripting extension in the Processing subprofile extended: It is now

possible to set markers on a page.
• Script logging improved: Log severity can also be passed as a parameter,
for better classification of log.
• Improved interface to access OCR results from within the Enterprise Scan
scripting modules
• Improved interface to access barcode value(s) from within the Enterprise
Scan scripting modules
• Feature to pre-fill the TCP login dialog box by reading the registry values
from the Init-Profile script
For details, see Indexing and Scripting Documentation in the Knowledge Center:
https://knowledge.opentext.com/knowledge/llisapi.dll/open/15767555.
OLE scripting
• New functions for export/import scan configurations using OLE scripting.
For details, see Open Text Imaging 9.7.1- EnterpriseScan Application API [OLE
automation] in the Knowledge Center:
https://knowledge.opentext.com/knowledge/llisapi.dll/open/15767553
Application interface
• Improved performance
Configuration Management
• New tools “ScanCfgUpload” and “ScanCfgDownload” to share
configuration profiles in server mode
Installation
• More compact and consistent installation. Improved upgrading scenario.
Cross-context upgrade supported.
Platform support
• Windows 7 supported

iv Help functions
Open Text Imaging Enterprise Scan provides you with comprehensive Help
functions.

Opening online help

There are several ways to access online help:
Menu In the Help menu, click Contents. This opens the online help start page.
Help Button This button appears in the dialog boxes. Click it to open a Help page, which
describes the current dialog box (context-sensitive Help).

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 Introduction

F1 Pressing the F1 key also opens context-sensitive help.

Searching in help
You can execute a full-text search in the online help. To open the Search tab directly,
open the Help menu and click Search for Help on. Enter a search request and click
List Topics. The documents found are listed for selection. In the online help's
Options menu, click Search highlights on to highlight the search hits.

Using the help index

You can search for specific keywords in the online help. This is useful if you are
looking for detailed information on a specific topic.
To open the help index directly, open the Help menu and click Index. Select an
entry in the list of keywords and click Display. If the selected keyword is assigned
to only one help topic, that topic is displayed. Otherwise a list of applicable
documents is displayed.

Customized help
If implemented by Open Text Global Services or by the customer, a customized help
is available in addition to or instead of the standard Help function.
In the Help menu, click Custom Help. This opens the Custom Help start page.

v Product documentation
Other useful It is useful to have also a look in these manuals:
manuals

• Open TextImagingEnterprise Scan - Installation Guide (CL-IES)

• Customization Guide of the respective leading application
You can find the product documentation as follows:
• The product ISO image comprises the complete product CD-ROM in one *.iso
file. The product ISO image is available in the Open Text Knowledge Center:
Select the product family page and then click the Downloads link.
• The documentation of all products and all supported versions is available in the
Open Text Knowledge Center. See the Release Notes for details and links. In the
Knowledge Center, select the product family page, and then click the
Documentation link. In case, the required product belongs to the Livelink ECM
– Enterprise Server family, click the Livelink Module Documentation link and
select the product from the list.
Note: You can find the latest information on manuals and online help files for
each product in the corresponding Release Notes. This includes the
identification codes of the current documentation.

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Introduction

vi Conventions
Read the following conventions before you use this documentation.
Typography In general, this documentation uses the following typographical conventions:
New terms
This format is used to introduce new terms, emphasize particular terms,
concepts, long product names, and to refer to other documentation.
User interface
This format is used for elements of the graphical user interface (GUI), such as
buttons, names of icons, menu items, names of dialog boxes, and fields.
Filename
command
sample data
This format is used for file names, paths, URLs, and commands at the command
prompt. It is also used for example data, text to be entered in text boxes, and
other literals.
Note: If a guide provides command prompt examples, these examples may
contain special or hidden characters in the PDF version of the guide (for
technical reasons). To copy commands to your application or command
prompt, use the HTML version of the guide.
Key names
Key names appear in ALL CAPS, for example:
Press CTRL+V.
<Variable name>
The brackets < > are used to denote a variable or placeholder. Enter the correct
value for your situation, for example: Replace <server_name> with the name of
the relevant server, for example serv01.
Hyperlink
Weblink (e.g. http://www.opentext.com)
These formats are used for hyperlinks. In all document formats, these are active
references to other locations in the documentation (hyperlink) and on the Inter-
net (Weblink), providing further information on the same subject or a related
subject. Click the link to move to the respective target page. (Note: The hyperlink
above points to itself and will therefore produce no result).
Cross- The documentation uses different types of cross-references:
references

Internal cross-references
Clicking on the colored part of a cross-reference takes you directly to the target
of the reference. This applies to cross-references in the index and in the table of
contents.

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 Introduction

External cross-references
External cross-references are references to other manuals. For technical reasons,
these external cross-references often do not refer to specific chapters but to an
entire manual. If a document is available in HTML format, external references
can be active links though, that directly lead you to the corresponding section in
the other manual.1
Tip: Tips offer information that make your work more efficient or show
alternative ways of performing a task.
Note: Notes provide information that help you avoid problems.

Important
If this important information is ignored, major problems may be
encountered.

Caution
Cautions contain very important information that, if ignored, may cause
irreversible problems. Read this information carefully and follow all
instructions!

Only menu items Different individuals will use the program in different ways. Many users prefer
are described mouse operation whereas others prefer using keyboard shortcuts. To meet all these
requirements, Enterprise Scan usually provides a number of different ways of
performing the most frequent functions.
For the sake of clarity, this documentation only describes the use of the menus for
activating functions. If you prefer to work with toolbar icons, keyboard shortcuts or
context-sensitive menus, then you should refer to the reference part of this manual
“Reference” on page 259.
Leading The application to which Enterprise Scan is connected, for example SAP systems,
applications Livelink ECM – Enterprise Server, or Open Text TCP, is referred to as the leading
application.

vii Contact information

Open Text Online is a single point of access for the product information provided by
Open Text. Depending on your role, you have access to different scopes of
information (see below for details).
You can access Open Text Online via the Internet at http://online.opentext.com/ or
the support sites at http://support.opentext.com/.

1 This applies, if target and source document are shipped together, e.g. on a product or documentation CD-ROM.

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Introduction

The following information and support sources can be accessed through Open Text
Online:
Knowledge Center
Open Text's corporate extranet and primary site for technical support. It is the
official source for:
• Open Text products and modules.
• Documentation for all Open Text products.
• Open Text Developer Network (OTDN): developer documentation and
programming samples for Open Text products.
• Patches for Open Text products.
The following role-specific information is available:
Partners
• Information on the Open Text Partner Program.
• Programs and support for registered partners.
Business Users
• Tips, help files, and further information from Open Text staff and other users
in one of the Open Text online communities
Administrators/developers
• Downloads and patches
• Documentation
• Product information
• Discussions
• Product previews
Feedback on If you have any comments, questions, or suggestions to improve our
documentation documentation, contact us by e-mail at [email protected].

viii Respect for legal guidelines

Since electronic archives often contain a company's entire business correspondence,
the legal requirements relating to electronic archives are as strict as those for
conventional archives. Electronic archives are also subject to audits and checks. A
few remarks about how the scan functionalities of Enterprise Scan conform to and
support these requirements are made here.
• A fundamental accounting principle is that archives should be maintained
correctly and should be open to inspection. Since individual documents, which
are stored incorrectly in an electronic archive are very difficult to locate, you
should take special care when storing and assigning individual pages to

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 Introduction

documents. After archiving, you should make sure that the documents are
actually available in the leading software system. To do this, you can check the
Scan Document Pipeline to ensure that processing was successful. If documents
are only scanned and archived after the data is entered into the leading system,
you should do spot checks to ensure that they are archived correctly.
• For tax purposes, your business may also be required to store the paper originals
for all documents archived electronically. The paper archive should be clearly
structured and permit rapid access to documents.
• A legal basis of all business operation is the prompt execution of operations. For
electronic archiving with Open Text Imaging Enterprise Scan, this basic principle
is not directly applicable, as the time needed for scanning and archiving depends
on the timely accounting in the leading software system. Therefore, take the
necessary organizational actions to ensure that scanning and archiving is
coordinated with the processes on the leading application. Keep in mind that
these actions have to meet your local legal requirements.
• The scanning software allows you to delete pages. However, if relevant pages or
documents are deleted, there is a risk that the pages for archiving may not be
complete. Before deleting pages, make sure that the paper original of the
corresponding page is still available. When deleting, you should also observe
any mandatory, national retention periods for documents.
• If a scan operation is interrupted, there is no guarantee that all the pages will be
available in the scan dialog. In this case, check carefully to see if all the pages
have been scanned and that documents are complete.

CL090701-UES-EN Open Text Imaging Enterprise Scan xvii

 Part 1
Basic tasks
Part 1 Basic tasks

This part deals with the basic tasks of a scan operator. As these tasks contain
company-specific elements, e.g. profile names, this manual cannot provide exact
step-by-step instructions, but rather a more general view. In most of the cases the
scan administrator prepares an additional checklist for the scan operators where the
company-specific parts are described.

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Chapter 1
Sorting the paper documents
Before you can start scanning pages, you must sort the paper pages according to the
configured profiles based on contents and paper quality:
• Sort the documents according to the contents (e.g. invoices), because the
documents will be dealt with differently in terms of their technical processing,
workflows, storage durations and access rights.
• Sort the documents according to their legibility (e.g. bad, medium, good), because
legibility can be improved automatically if you choose the right profile.
In most cases the documents are separated by barcodes or patch codes. But in some
cases it is necessary to insert separator pages between the individual documents.
Thus, the documents are separated during scanning and the blank pages are
removed automatically during postprocessing.

CL090701-UES-EN User and Administration Guide 21

Chapter 2
Starting the scanner and Enterprise Scan
You have to start the scanner before Enterprise Scan. How to start your scanner is
described in the scanner documentation. Refer to the Release Notes for the
supported scanners.
Start Enterprise Scan via Start > Programs > Open Text> Enterprise Scan.
The Enterprise Scan program window opens.
Note: If you have started the program directly from Livelink, some advanced
functions like configure subprofiles aren't available.

Build number To display the build number of Enterprise Scan, click Help > About Enterprise Scan
in the menu. The build number gets updated when applying a patch.

CL090701-UES-EN User and Administration Guide 23

Chapter 2 Starting the scanner and Enterprise Scan

Patch level To display the patch level of Enterprise Scan, click Start > Control Panel. Double-
click Add or Remove Programs. Mark the entry Open Text Imaging Enterprise
Scan 9.7.1 and click the Click here for support information link. The Support Info
window displays, among others, the product version and, in the Comments line, the
patch level.
Toolbars A list of the available toolbars can be found in the reference part (see “Menus and
icons” on page 261). The toolbars can be customized (see “Customizing toolbars” on
page 53).
Views You can open different frames in the program window, also known as Views. The
following views are available:

View name Usage

Documents Lists all documents currently opened in the document stack. This view
can be used for actions with the whole document. A right-click opens
a context menu that provides often used commands from the Page
and Document menu.
Thumbnails Displays an overview of either all scanned documents or the selected
documents in a miniaturized form (thumbnails). This view can be
used for actions with one or more pages (of the same document or of
different documents). The size of the thumbnails can be customized
(see “Configuring display of thumbnails” on page 55). A right-click
opens a context menu that provides often used commands from the
Page and Document menu.
Tree Lists all documents in a hierarchical tree structure, with Batch as the
top branch and Folder as sub branch. You can filter the Tree view to
show only documents classified into a certain Group. See “Tree view”
on page 41.
View Displays the currently active page in the Thumbnails view. This view
can be used for actions with a single page. A right-click opens a con-
text menu that provides often used commands from the Page and
Document menu. You can change the View view to a floating win-
dow, see “Floating view pane” on page 35

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 View name Usage
Properties Shows the properties of the currently selected page. If more than one
page is selected, only those properties are displayed that are the
same for each page.

Document section
Index
This field is used for the scenario Late archiving with barcode. The
barcode or patch code is detected automatically and included in
this field.

Group
You can classify the documents into several groups. Use these
groups if you want to exchange documents between several
employees; see “Exporting to External Storage” on page 48.

Batch and Folder

You can subdivide documents into a hierarchical structure, with
batches on top and folders below batches; see “Changing the
document group, batch or folder” on page 41.

Page section
Endorser
Some scanner models support endorsing, this means a stamp is
printed on each scanned sheet to confirm scanning. This field
displays the endorser stamp.

All other properties can not be changed manually.

Indexing Shows the indexing form if an Archiving profile with indexing mask
is selected.
Index Items If indexing areas are defined (see “Field areas” on page 173), then
this view will show the area which contains the indexing informa-
tion. You can define one or more area(s) per index field (see “TCP
multivalue attributes” on page 147 and “Indexing multi-row attrib-
utes from Livelink” on page 156). When the user fills an index field,
the item view will focus on the area of the document which belongs
to that index field.

Status bar At the bottom of the screen to the right, the status bar is located. It reports the
number of documents archived in the last archive operation and the number of
pages scanned in the last scan operation. It also shows which document in the
document stack has the focus and which page in this document has the focus.
Accessibility All functions are available via keyboard. All available shortcuts are listed in “Menus
and icons” on page 261.
Note: To close Enterprise Scan, open the File menu and click Exit. Pages that
are scanned but not archived are saved locally on your computer.

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Chapter 3
Starting the scan operation
To start the scanning operation, perform the following steps:

1. Select the respective profile in the list box of the Profiles toolbar.

Note: Depending on the kind of input device, additional steps might be

necessary:
• File import: Define the directory from where the files should be
imported.
• External Storage: Select the External Storage and the required
document group (see “Scanning from External Storage” on page 28).
• Fax: Select the faxes that should be scanned (see “Scanning from fax” on
page 30).
2. In the File menu, click Scan to start the scan operation.
Notes:
Depending on the configuration, you might get prompted with one or
more of the following dialog boxes:
• If Classification by User was defined for the chosen profile, the Select
Group dialog box opens.
Select the Group name from the list or enter a name for a new group.
This new group is created during scanning. The scanned pages are
assigned to the selected group.
• If Batch Creation or Assignment by User was defined for the chosen
profile, the Select Batch dialog box opens.
Select the Batch from the list or enter a name for a new batch. This new
batch is created during scanning. The scanned pages are assigned to the
selected batch.

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Chapter 3 Starting the scan operation

• If Folder Creation or Assignment by User was defined for the chosen

profile, the Select Folder dialog box opens.
Select the Folder from the list or enter a name for a new folder. This
new folder is created during scanning. The scanned pages are assigned
to the selected folder.
If you click the Cancel button in the Select ... dialog box, the complete scan
operation is cancelled, not only the selection.
The scanning process is started and the scanned documents are added to the
document stack.

3. If the scanning process is configured appropriately, you can perform actions on

the documents in the stack while scanning is in progress. For details, see
“Configuring scanning view” on page 213.
Otherwise, Enterprise Scan is blocked until the scanning is completed.
4. To cancel the scanning operation, click the Stop button.

Rescan
To rescan pages, e.g. if they have not been scanned correctly, select the pages,
open the File menu and click Rescan. A dialog box opens, according to the
selected input sub profile. If you have the appropriate permission, you can
(temporarily) change the input device settings. For example, if you have
scanned a document with 100 dpi, you can rescan it with 300 dpi, a second
time. Click the Scan & Close button to start the rescan.
If you do not have the permission to change the input device settings, you can
only rescan with the same settings as in the initial scan. This, however, makes
sense in case of a paper jam or a similar problem with the physical scanner.

3.1 Scanning from External Storage

When you choose External Storage as an input device, Enterprise Scan first checks
whether there are scanning-enabled documents in the defined storage.

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 3.1 Scanning from External Storage

External Storage
Here you find storage types that have been registered in the Profile
Configuration dialog box. When no External Storage is configured, you do not
get a message, the list is empty.
Groups of documents
The Group name and the Number of documents in the group are displayed.
To start the scanning operation:
1. Select a storage type in the list.
2. Click the group you want to scan.
3. Click the Scan button.

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Chapter 3 Starting the scan operation

3.2 Scanning from fax

Enterprise Scan supports scanning faxes from Exchange and Lotus Notes fax
connectors. When a fax arrives, a dialog box displays the contents of the fax lines.
The content of the dialog box is the same for both connectors.

Received faxes
The Fax line, ID, Number, Sender and Received attributes of all received faxes
are shown.
Preview
When the Enable preview option is enabled, you can see a preview of the pages
using the page scroll tool.
To start the scanning operation:
1. Select one or more of the faxes shown in the dialog box.
2. Click the Scan button.

3.3 Dual stream scanning

Enterprise Scan supports dual stream scanning to improve the scanning speed for
color images. Dual stream scanning splits the color data into 2 streams, source color
data and monochrome data. All processing operations will use monochrome data to
make scanning and processing faster. When the processing is finished, the GUI gets
updated and monochrome image data is displayed.

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 3.3 Dual stream scanning

Important
When archiving, Enterprise Scan will export the source color data, not the
processed monochrome image data.

The following types of dual stream scanning are available in Enterprise Scan:
Software emulation
Enterprise Scan internally extracts the monochrome image from the scanned
color image to create two streams. See “Configuring input” on page 71.
Hardware dual stream
This option is only available for scanners that support Multi Streaming. Enter-
prise Scan configures the scanner driver to send 2 streams (monochrome and
color) for each scanned color page. See “Page settings for ISIS scanners” on
page 79.

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Chapter 4
Postprocessing the scanned pages
After scanning the paper documents, you have to check the documents in the
Enterprise Scan for completeness, order and legibility.
Due to the very high quality of modern scanners and to well-prepared profile
management by the Enterprise Scan administrator, manual postprocessing steps are
rarely necessary. Most of the postprocessing is performed automatically during
scanning (see “Configuring processing” on page 93).
Nevertheless, problems may occur that must be solved manually:

Problem Manual postprocessing task

The document is scanned using Rotate the document to the right orientation (see
the wrong orientation. “Rotating pages” on page 35).
The pages of a document are in Sort the document (“Sorting documents” on page 37).
the wrong order.
The paper document was folded Delete the pages and scan the document again (see
during scanning and the scanned “Deleting pages” on page 40) or use the Rescan com-
page cannot be used. mand in the File menu, see “Rescan” on page 28.
The automatic separation during Separate or merge the document manually (see
scanning did not work correctly. “Separating or joining documents” on page 38).
Automatic classification into Correct the document group manually (see “Changing
groups went wrong. the document group, batch or folder” on page 41).
The document index is wrong. Correct the index manually (see “Changing the index”
on page 42).
The document's legibility is poor. Adjust the colors (see “Homogenizing colors” on
page 43).
Pages from a double-sided origi- Merge the two documents (see “Merging documents”
nal have been scanned in by a on page 39).
device that can only scan one
side at a time.

If these simple correction steps do not work, an experienced scan operator or the
administrator can use additional advanced correction functions (see “Page
processing” on page 94).

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Chapter 4 Postprocessing the scanned pages

If the postprocessing will be done by another person, you can mark documents for
further corrections (see “Marking documents for further processing” on page 43).

4.1 Selecting pages and documents

A document consists of one or more pages. All postprocessing actions are only valid
for the currently selected pages and/or documents.
Selecting documents and pages is very similar to the Windows standard:

Select one or more Select the document(s) with the mouse in the Documents view.
documents
Select one or more There are several possibilities to select one or more pages:
pages • Select the pages in the Thumbnails view with the mouse using the
Shift and Ctrl keys.
• Draw a frame with the mouse in the Thumbnails view.
• Select a single page in the Thumbnails view and expand the selec-
tion with the arrow keys.
Select all pages Use Edit > Select All to select all pages in the document stack.
Invert selection If you want to select nearly all pages in the document stack with sev-
eral exceptions, you can select the exceptions first and then invert the
selection with Edit > Invert Selection.
Select marked If one of your colleagues already marked the pages that need post-
pages processing, you can select the marked pages with Edit > Select
Marked Pages... (see “Marking documents for further processing” on
page 43).

4.2 Navigating through documents and pages

Navigation This toolbar is invisible by default and can be activated in the View menu by
toolbar and selecting Navigation Toolbar. Its icons are also available via the Edit menu by
shortcuts
selecting Go To. For the function of the toolbar icons and the corresponding
keyboard shortcuts see the bottom of the table in “Edit menu” on page 261.
The navigation keyboard shortcuts work the same way in the Page, Document and
Thumbnails view. In the Indexing view, press the Alt key together with them to
achieve the same effect.
Zooming For zooming, use the + key to enlarge and the - key to shrink the currently active
page in the View view. These shortcuts work like the navigation shortcuts: directly,
if the Page, Document or Thumbnails view is in the focus, together with the Alt key
in the Indexing view.
Zooming icons are available in the main toolbar and in the View menu (see the
bottom of the table in “View menu” on page 263).
The Fit Page commands are also accessible by right-clicking in the View view and
selecting Scale in the context menu. Scale Lock causes that every new displayed
page is scaled to the size specified when lock was set.

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 4.3 Rotating pages

B/W Mode in the View view

If the dual stream feature is enabled, the View view displays a monochrome image
of the originally scanned color image. This is indicated by (B/W Mode) in the header
of the View view. All processing operations will apply to the monochrome image.

Important
When archiving, Enterprise Scan will export the source color data, not the
processed monochrome image data.

To display the original color image, right-click to open the context menu and click
View source image. To switch back to the monochrome view, select another
document or page and then change back.

Scrollbars in the View view

In the View view, you might select a larger scale to see details on the displayed
page, so the view gets scrollbars. To navigate on a page with scrollbars in the View
view without using the mouse, keep the CTRL key pressed and use the arrow keys
of the numeric keypad.

Floating view pane

You can change the View view into a floating view pane, by double-clicking the
header bar of the view or by dragging the View view from its location. You can
enlarge the floating view pane by resizing its window. Furthermore, you can
relocate the floating view pane with the mouse on the screen wherever you want,
even outside the Enterprise Scan window, for example to a second monitor which
allows you to see a much larger display of the selected page. To restore the View
view, double-click on the header bar of the floating view pane or drag it back into
the Enterprise Scan window. In the floating view pane, you can perform the same
actions as in the View view. The page you select in the Thumbnails view is
displayed in the floating view pane.
When you move the floating view pane with the mouse inside the Enterprise Scan
window, docking icons are displayed on the margins and in the middle of the
window. If you drag the floating view pane to one of these icons, it is docked at this
location.

4.3 Rotating pages

Some pages may have been scanned using the wrong orientation. Rotate these pages
before the document is archived to avoid having to rotate the pages in the viewer
each time the document is retrieved.

1. Select each page you want to rotate in the Thumbnails, Documents or View
view.

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Chapter 4 Postprocessing the scanned pages

2. Select the appropriate item in the Page menu (see “Page menu” on page 263):
Rotate 180° to flip the selected pages, Rotate Left or Rotate Right to rotate
selected pages by 90 degrees.

4.4 Copying and pasting pages into other

applications
You can copy pages in Enterprise Scan to the Windows clipboard and paste them
into other image editing applications, for example Microsoft Word or Microsoft
Paint.

To copy a page and paste it to other image editing applications:

1. Select each page you want to copy in the Thumbnails view.
2. To copy the page, press CTRL + C or select Edit > Copy from the menu.
Note: If you select more than one page, only the first page of the selection
is copied to the clipboard.
3. Open the image editing application you want to paste the page into.
Note: You cannot copy pages from Enterprise Scan and paste them into the
file system, for example in the Windows Explorer. Use the Export function,
instead.
4. Navigate to the location you want to insert the page to.
5. To paste the page, press CTRL + V.
The page is pasted into the application as a bitmap.

4.5 Dragging image files to the Thumbnails view

You can import image files as new pages into the Thumbnails view of Enterprise
Scan by drag and drop. The import is useful if you want to add pages with barcode
after you have scanned documents without barcodes. As a prerequisite, the stack
must contain at least one document. Otherwise the import will not work. Multipage
TIFF files are added as pages, not as a new document.
The following scenarios are possible:
• “To drag image files from the file system:” on page 36
• “To copy images from another image editing application:” on page 37

To drag image files from the file system:

1. In the file system, for example in the Windows Explorer, select each image file
you want to import to Enterprise Scan.

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 4.6 Sorting documents

2. Drag the selected files to the position in the Thumbnails view, where you want
to insert them.
Tip: Enterprise Scan indicates the drop position.
The files are added to the document as new pages.

Note: Importing documents to Enterprise Scan by Drag and Drop will skip all
processing steps that are defined in the processing subprofile for the current
active profile.
Tip: You can also import a complete folder of image files. All files in the folder
are added to the document as new pages.

To copy images from another image editing application:

1. In the image editing application, for example Microsoft Word or Microsoft
Paint, select the image you want to import to Enterprise Scan.
2. To copy the image, press CTRL + C.
3. In Enterprise Scan, paste the image, using CTRL + V or selecting Edit > Paste
from the menu.
The image is added in the Thumbnails view as a new page after the selected
page.

Notes:
• Copying image files from the file system and pasting them into Enterprise
Scan is not possible.
• Enterprise Scan does not support copying of more than one image at a time.

4.6 Sorting documents

The pages of a document can be in the wrong order or a page belongs to the wrong
document. Complete documents might be at the wrong place in the document stack.
This can be corrected, as follows:

To move page(s) using the clipboard:

1. Select each page you want to move in the Thumbnails view.
2. Cut the page(s) using Ctrl + X.
3. Go to the correct position and insert the page(s) using Ctrl + V.
The page(s) are inserted after the selection.

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Chapter 4 Postprocessing the scanned pages

Move page(s)/document(s) with the mouse

1. Select each page (each document) you want to move in the Thumbnails or
Documents view.
2. Drag and drop them with the mouse to the correct position.
Tip: Thumbnails and Documents views allow scrolling while dragging.
Both views indicate the drop position.

Move document(s) via context menu Move

• Move to Group
1. Select each document you want to move.
2. Right-click and select Document Operation > Move to Group.
3. Enter or select a group name in the Move Document to Group dialog box.
The group name is displayed with the document in the Documents view.
• Move to Position
1. Select each document you want to move.
2. Right-click and select Document Operation > Move to Position
3. Enter or select a position in the Move document dialog box.
4. Specify if the document is inserted above or below the selected position.

Reverse the order

If the complete document is scanned in the wrong order, reverse the order of the
pages.
1. Select the document in the Documents or Thumbnails view.
2. Right-click and select Document Operation > Reverse

4.7 Separating or joining documents

In mass scanning scenarios, the individual documents can be separated
automatically during scanning. The first page of a document is indicated by a
barcode, a patch code, or a blank page, or defined after a certain amount of pages
(see “Separating documents (Document creation)” on page 122).
It is important to check the documents after automatic separation to make sure that
the documents have been separated correctly. Two problems may occur:
• Separating documents
If a separation condition is not recognized by Enterprise Scan, it appends the
document to the end of the preceding document. The document has to be
divided into two documents:

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 4.8 Merging documents

1. Select the page that should be the first page of the new document.
2. In the Document menu, click Separate > Separate before Selection.
A new document is created, beginning with the selected page. It has a row of its
own in the Documents and Thumbnails view and its own document header.
The index information is empty. The original document keeps the original index
information.
Note: To keep the original index information also in the new document, the
registry key of type REG_SZ
HKEY_CURRENT_USER\Software\IXOS\IXOS_ARCHIVE\6.0\Scan\HKLM\Doc
umentIndex\B:InheritIndexForSeparation must be set to “True”.

• Joining documents
If a separation condition has been mistakenly recognized, the document is
divided into two documents that belong together. The documents have to be
joined again:
1. In the Documents or Thumbnails view, select one document to which you
want to add document(s).
2. Additionally, select the document(s) you want to add.
3. In the Document menu, select Join.
The pages of the last selected documents are appended to the first selected
document.
Note: If only one document is selected, the Join operation joins the
selected with the next document.

4.8 Merging documents

Merging interleaves the pages of two documents. This is useful when pages from a
double-sided original have been scanned in by a device that can only scan one side
at a time. In this case, the stack is scanned in twice, first with the page facing down,
then with the page facing up. As a result, you get two scanned documents for each
original document. One document contains the even pages of the original, and the
other contains the odd pages.

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Chapter 4 Postprocessing the scanned pages

1. Select the documents you want to merge in the Documents view.

2. In the Document menu, click Merge.

4.9 Deleting pages

If you discover that a scanned page is illegible, you can delete it and scan the page
again. However, before deleting the page, make sure that the paper original is still
available. If, for example, a page gets folded during scanning, you may need to
smooth the paper original and rescan it. To improve the quality the second time,
you may need to modify the scanning configuration settings before you rescan the
page.

Important
This scanning software allows you to delete pages. However, there are
conditions of which you should be aware. To ensure that the archiving of
documents is complete and comprehensive, you must archive electronic
images of all documents with all their pages in such a way that the
documents can be retrieved rapidly. In this way, you also ensure compliance
with local legal requirements. You must also store documents for the time
period required by commercial or industrial authorities in your area.

To delete document(s) and page(s), select them and press Shift+Del or select
Delete from the Page menu. A popup window asks you to confirm the deletion. If
you do not want to delete immediately, use the Delete Marker in the Page menu to
mark pages intended for deletion. When you decide to delete the marked pages

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 4.10 Changing the document group, batch or folder

permanently, select them and press Ctrl+D or choose Delete Marked in the Page
menu. A popup window asks you to confirm the deletion. For details on working
with markers, see “Marking documents for further processing” on page 43. The
corresponding toolbar icons are listed in “Page menu” on page 263.

4.10 Changing the document group, batch or folder

You can classify documents into several groups. Use these groups, for example, to
exchange documents between several employees. The document groups are filled
with documents by means of classification rules. See “Document classification” on
page 132 for details.
Furthermore, you can subdivide individual documents into a hierarchical structure,
with batches as top branch and folders below batches. The subdivisions are filled
with documents by means of assignment rules. See “Batch/folder creation or
assignment” on page 126 for details.
In most cases, the classification into document groups and the assignment to batches
and folders is performed automatically during scanning. If no parameters for
classification into groups, or assignment to batches and folders have been
configured, Enterprise Scan stores the documents in the default group, batch and
folder <none>.
If the automatic document classification or assignment went wrong, you can change
the name of the group, batch or folder manually:

To change document group, batch or folder manually:

1. Select each document you want to move to another group, batch or folder in the
Thumbnails view.
2. In the Properties view, enter the name of the group, batch or folder manually or
select the name from the list box.
Note: You can define static groups, batches and folders for your
workstation (see “Configuring document groups, batches and folders” on
page 212). These static subdivisions are displayed in the list box in the
Properties view.
Alternatively, select Move to Group, Move to Batch or Move to Folder from the
Document menu, enter the name or select the name from the list box, and click
OK.

4.10.1 Tree view

Enterprise Scan can depict the subdivision of documents into batches and folders in
a hierarchical tree view.

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Chapter 4 Postprocessing the scanned pages

To show the Tree view, click Tree in the View menu. Select the Filter by Group
check box to select a group from the drop-down-list and display only documents
that belong to the selected group. The Tree view displays the batches as primary
nodes, and the folders as secondary nodes with the documents below the folders.
A right-click on a node opens a context menu providing the following actions:
• Click Archive to archive the documents below the selected node.
Tip: The Archive action is also available for single documents in the Tree
view.
• Click Rename to change the name of the currently selected batch or folder.

4.11 Changing the index

If you use the scenario Late archiving with barcode the documents are scanned and
archived after the business transaction has been processed in the leading
application. The connection between the business object in the leading application
and the scanned document are established with a barcode. If the automatic barcode
recognition failed, you can change the document index manually:

1. Select the document whose index you want to change.

2. In the Document menu, click Change Index.
Note: Whether the index can be modified depends on the options set in the
Document Index tab (see “Configuring the document index” on page 211).
3. Enter the correct barcode number.
4. Click the OK button. The modified index appears in the Properties view.

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 4.12 Homogenizing colors

4.12 Homogenizing colors

In most cases, it is not necessary to correct the document quality manually. Modern
professional scanners improve the document's legibility automatically during
scanning and the administrator can configure scan profiles that correct the most
common legibility problems automatically.
However, if the legibility is still poor, increase the color depth to the same value for
all pages of a document.

1. Select the document in the Documents view.

2. Open the Document menu and click Homogenize.
the pages are converted to the highest color depth that occurs in the document.

If there are still legibility problems, contact an experienced scan operator or your
administrator to use advanced filter methods (see “Page processing” on page 94).

4.13 Marking documents for further processing

When checking scanned pages, you may want to mark those that need further
processing.

4.13.1 Setting markers

1. Select the page(s) you want to mark.
2. Click the icon of the respective marker:
Bookmark marker Insert this marker if you want to label e.g. the last page you
have corrected before lunch break.
Delete marker Insert this marker if there are pages that should be deleted.
These pages can be deleted afterwards either manually (see
“Selecting marked pages” on page 43) or automatically (see
“Configuring deletion of marked pages” on page 180).
Quality marker Insert this marker if you have legibility problems with a
special page and your administrator should solve this prob-
lem.

Pages without the selected marker get the marker. If the page has already been
marked, the marker is removed (“toggle”). For keyboard shortcuts and
additional icons for navigation between markers see “Edit menu” on page 261

4.13.2 Selecting marked pages

You can select all pages marked with a specific marker at one time, and then
proceed with actions such as deleting, improving quality, or sorting.

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Chapter 4 Postprocessing the scanned pages

1. In the Edit menu, click Select Marked Pages....

2. Select the marker type.

Note: The Custom marker option is only used for project specific solutions
where the markers have be defined e.g. by a plug-in.
3. Click on the OK button.
All pages marked with the chosen marker are selected.

4.14 Sending files

You can send scanned pages to a mail recipient, e.g. if you want your administrator
to check a problem.

1. Select each document or page you want to send.

2. In the File menu, click Send.
The Advanced Settings dialog box opens.
3. Enter the output settings (see “Advanced settings for archiving” on page 196).
4. Click on the OK button.
A new e-mail message appears with the pages attached.
5. Complete the e-mail and send it.

4.15 Printing documents

You can print documents from the document stack, using the standard print
function of your computer: In the File menu, click Print.

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 4.15 Printing documents

You can specify some print configuration settings in the Configure Printing dialog
box.

To specify print configuration settings:

1. In the File menu, click Configure Printing.
The Configure Printing dialog box opens.

2. In the Appearance group, specify scaling and margins settings.

Keep original size
Prints the document in its original size. If the page size is bigger than the
paper size of your printer, printing crops the document, that means, only the
part of the page that fits into the paper is printed. In this case, use the Fit all
pages or Fit larger pages only setting.
Fit all pages
Scales all images to the paper size selected in the printer properties; enlarges
smaller pages and compresses larger pages.

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Chapter 4 Postprocessing the scanned pages

Fit larger pages only

Compresses only the images that are larger than the paper size selected in
the printer properties, smaller pages stay untouched. This can be useful
when a document contains several different page formats.
Use printer margins check box
This setting refers to the fact that most printers cannot print at the very edges
of the paper. Select Use printer margins to ensure that the printer takes the
non-printable margin into consideration and prints the image inside the
margins. The result is that the image is printed completely, and not cut at the
edges.
Leaving Use printer margins unchecked leads to the assumption that the
entire paper is available for printing. Printing may cut the image at the
edges. This setting is only useful if the image has margins itself.
3. In the Document range group, select the documents or pages to print:
All documents
Prints all documents in the document stack.
Selected documents
Prints only selected documents.
Selected pages
Prints all selected pages of the current document.
4. In the Printer group, specify printing orientation and paper size.
Orientation
Select Portrait or Landscape orientation for the printed document.
Paper
Select the paper size from the drop down menu.
5. To open the standard print dialog box, click Print.
6. To save the print configuration settings and close the dialog box, click OK.

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Chapter 5
Exporting documents
You can export the documents in the document stack either to the file system or to
External Storage.

5.1 Exporting to file system

You can use the export function to export documents to a shared folder. A different
user can import them, using File Input, for example to archive the documents. The
export function creates a sub folder and a fixed file name for each document.

1. Select the documents you want to export.

2. In the File menu, click Export.
The Export dialog box opens.

3. Choose a file directory in the Export to field.

4. Select the Remove exported pages check box, if the exported documents should
be removed from the document stack.
5. Click the Advanced button to define some advanced export settings (see
“Advanced settings for archiving” on page 196).
6. Click the OK button to start the export.

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Chapter 5 Exporting documents

5.2 Exporting to External Storage

If the scanning is performed by external providers or the scanning and archiving is
performed by different employees, the data exchange is performed via External
Storage. This means that the documents are stored in the file system with the benefit
that they are stored in different folders according to their different group. Thus the
archiving for invoices, orders or complaints can be performed by different
employees.
If the administrator has configured the external storage scenario (see “Storing to
external storage” on page 189), perform the following steps.

1. Select the relevant profile.

2. Select the documents you want to export.
3. In the Document menu, select Archive Selected.
The exporting process is started.
Note: You can stop the exporting process with Cancel.
After all documents are exported, the document stack is empty.

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Chapter 6
Indexing and archiving documents
After the documents are scanned and processed you can start indexing and
archiving.
Indexing fields You add indexing values in the indexing fields of the Indexing view. The following
properties provides general information on indexing fields.
• Mandatory fields are marked with .
• Indexing fields that are highlighted in light blue color contain values valid for all
documents. They are persistent when archiving but they are lost if the
(sub)profile is changed or if Enterprise Scan is shut down.
• Indexing fields without highlight contain values valid for the particular
document. They are persistent, that means they do not change even if a different
document is selected in the stack or if Enterprise Scan is shut down.
• If you select more than one document from the stack (multi-selection), the
indexing fields that contain different values are highlighted in salmon color.
They display the value of the last selected document. When you navigate
through the indexing fields, your actions have the following results:
Navigating by mouse-click
You move from one indexing field to another. You only change the value if
you edit the field. This affects all selected documents.
Navigating by TAB key
You move from one indexing field to the next one. You only change the value
if you edit the field. This affects all selected documents.
Navigating by ENTER key
You assign the current value to all selected documents and move to the next
indexing field.
In case you have changed the indexing field value, the salmon color vanishes
from the indexing field because now the value is identical for all selected
documents.
Index Item view In the Index Item view the document part where the needed information for
indexing can be read is enlarged. This part highlighted in the View view in a
defined color (default: red) so that the area can be seen in context of the whole page.

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Chapter 6 Indexing and archiving documents

Note: You can move the indexing items (the highlighted areas) in the Indexing
view as shown in the table:

Function Keyboard Key

Highlighted area left Alt+Ctrl+Left arrow of the numeric keypad

Highlighted area right Alt+Ctrl+Right arrow of the numeric keypad

Highlighted area up Alt+Ctrl+Up arrow of the numeric keypad

Highlighted area down Alt+Ctrl+Down arrow of the numeric keypad

To index and archive documents:

1. Select the relevant profile.
If an indexing is needed for this scenario, two new views that may look similar
to the screenshot below open.

In the Indexing view you enter the properties of the document that are later
used to retrieve the document in the archive. The cursor is in the first indexing
field.
2. Read the property, e.g. the customer name, in the Index Item view and enter it
in the corresponding field in the Indexing view.
3. Press Enter to go to the next index field.
The entered values are checked and the detailed information for the next index
field is displayed in the Index Item view.
Notes:
• If the entered values are not correct, the icon and an error message
pop-up appear behind the index field.
• This correctness check allows you to go on with another indexing field
and correct the error later. However, you will not be able to archive the
document before correcting the error.

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4. Thus fill all index fields for the document.

5. Press F12 to archive the document.
The Archive Documents dialog box is displayed. See “Confirming the archiving
settings” on page 51
The document is archived and the next document in the document stack
appears in the Index Item view.
6. Thus perform the indexing of all documents in the document stack.
7. To archive all documents in the document stack, press F2.
The Archive Documents dialog box is displayed. See “Confirming the archiving
settings” on page 51
The documents are archived.
You can cancel the archiving operation with Stop.
Note: When cancelling, the already archived documents are handed over
to the leading application; the other documents stay in the document stack
of Enterprise Scan.
After all documents are archived, the document stack is empty.

6.1 Confirming the archiving settings

The Archive Documents dialog box is displayed every time you invoke archiving
by clicking the Archive or Archive All button or the corresponding keyboard
shortcuts F2 or F12. The Archive Documents dialog box displays the basic settings
for archiving, for you to confirm before you start archiving.
The Archive Documents dialog box displays the following values:
Output device
Current archiving profile
Archive Mode
Current archive mode
Name
(only for External Storage output device, instead of Archive Mode)
Name of the external storage
To display details, click Details. Depending on the settings in the Archiving
subprofile, the Details dialog box looks different, see “Livelink Archive Details” on
page 52 or “External Storage Details” on page 52 or “Archive (Document Pipeline)
Details” on page 188.
To cancel archiving, click Cancel.
To start archiving, click OK

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6.1.1 Livelink Archive Details

The Livelink Archive Details dialog box shows the following values:
Root
Root folder path in Livelink ECM – Enterprise Server where the files will be
stored.
Server
Name of the Livelink ECM – Enterprise Server

6.1.2 External Storage Details

The External Storage Details dialog box shows the following values:
Name
Name of the external storage
ArchiveID
ArchiveID
Directory
Directory of the external storage
Condition
Condition that must be fulfilled to store the documents in external storage

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Chapter 7
Settings and options
You can specify the settings of Enterprise Scan to fit your needs, adjust the options
of the program and change the display for different views.

7.1 Customizing toolbars

Toolbars can be configured according to your preferences.

1. Move your mouse over the toolbar you want to customize and select the context
menu item Customize.
The Customize Toolbars dialog box opens.

2. Select the button you want to add to the toolbar in the Available toolbar
buttons list. Click on the Add button to append it to the toolbar.
3. Select the button you want to remove from the toolbar in the Current toolbar
buttons list. Click on the Remove button to delete it in the toolbar.
4. Select large or small icons for the toolbar in the Icon options drop-down menu.

7.2 Customizing keyboard shortcuts

1. Open the Tools menu and select Customize Keyboard....

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2. Choose the Category and the Command you want to create a keyboard shortcut
for.
3. Create the new shortcut by clicking into the text field and pressing the
corresponding key(s) on the keyboard.
4. Click Assign to store the new shortcut.

Note: This function is available for all menu commands.

7.3 Configuring user options

You can adapt the settings of Enterprise Scan to your requirements to help you work
more efficiently. To do so, open the Tools menu and select User Options.

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Define your user-specific settings:

Language
Specify the language in which you want to work with Enterprise Scan. You can
only select languages for which language components have been installed.
Note: After specifying the language, you must restart Enterprise Scan.
Units
Specify the units of measurement in which you want to work with Enterprise
Scan. If you select System, the regional settings of the operating system will be
used.
Log Level
Select the logging level. Normally, Default is set. For troubleshooting purposes,
set the log level to Extended.

7.4 Configuring display of thumbnails

You can adjust the appearance of the Thumbnails view. To do so, open the View
Configuration context menu item in the Thumbnails view.

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Define your user-specific settings:

Generate page thumbnails
Select this check box to display a miniaturized view of all pages.
ThumbnailsWrap
Select this check box to group the pages of a document under a headline
showing the document number. The pages under a document are wrapped
according to the size of the Thumbnails view.
Thumbnail size
Define the thumbnail size in the Maximum width and Maximum height fields.
Displayed documents
Choose between Show all documents and Show selected documents.
Icon spacing You can configure the size of icons in the Thumbnails view by changing Windows
system settings.

To configure the icon size:

1. Click Start – Control Panel – Display.
2. In the Display Properties dialog box, click the Appearance tab
3. Click the Advanced button.
4. In the Advanced Appearance dialog, select Icon Spacing from the Item drop-
down list and enter a value in the Size box.

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5. Click OK to save your settings.

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 Part 2
Profiles and advanced configuration
Chapter 8
Concept of Enterprise Scan
Enterprise Scan is a program for digitizing all incoming documents from various
sources, controlling the document quality, adding properties for document retrieval
and archiving documents to various leading applications. For an overview, see
Figure 8-1 on page 61.

Figure 8-1: Enterprise Scan overview

Depending on the implemented scenario, various configuration tasks are required.

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Configuration Description
tasks
Input Determines the document source:
• External Storage
• File Import
• File Input
• Scanner
• Fax input (Lotus Notes, Microsoft Exchange)

Processing Determines the automatic processing steps during scanning:

• Page processing
• Document creation
• Batch/Folder creation or assignment
• Document processing
• Document classification

Archiving Defines the indexing values and the archiving targets:

• Document Processing
• Document Export

To keep manual configuration steps to a minimum and to ensure smooth and

efficient scan processing, the scenario configuration can be stored in profiles (see
“Working with profiles” on page 63).

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Working with profiles
A profile is a collection of configuration steps for a specific scenario. The majority of
scanning and archiving tasks should be covered by a profile; manual postprocessing
should be the exception. Thus the scan operator's work becomes faster and more
efficient.
A profile can contain up to three subprofiles:
• Input: Specify the source of the data (see “Configuring input” on page 71)
• Processing: In order to attain optimum quality in scanning different types of
original documents, you can configure individual processing settings for each of
them.
You can specify the rules by which scanned pages are to be separated into
documents, batches and folders and define how the pages are to be classified
into groups during scanning (see “Configuring processing” on page 93).
• Archiving: Documents can be archived in different ways: through the Document
Pipeline into the Archive Server or into a leading software system or to External
Storage. You can define the archiving method in the profile (see “Configuring
indexing and archiving” on page 137).
Tip: In most cases, you should distinguish scanning (or input) scenarios from
archiving scenarios. Pages can be scanned and processed in the same way, but
the resulting documents are archived in different ways and vice versa. Thus,
create a profile for each scanning scenario and one for each archiving scenario.
Then add and configure the required subprofiles. A scanning or input scenario
usually needs an Input subprofile and a Processing subprofile. An archiving
scenario needs an Archiving subprofile.

9.1 Preparations
The profiles for the Enterprise Scan are defined in coordination with Open Text
Global Services. Before you can define these profiles, you have to analyze the
company circumstances:
• How many documents should be handled per day?
• Do you use different document sources (scanners, External Storage, Microsoft
Exchange or Lotus Notes)?
• Of what quality are the paper documents?

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• Which leading application is used for document retrieval?

Most profiles are defined during initial configuration of the Enterprise Scan, but it is
also possible to extend and modify the profiles if your requirements change.

9.2 Creating a profile

The procedure for creating a profile is always the same, regardless of the type of
subprofile you want to use:

1. In the Profile menu, click Manage Profiles.

The Profile Manager dialog box opens.

In this dialog box, all existing profiles with the corresponding subprofiles for
input, processing and archiving are listed. You can change existing profiles via
the Modify, Rename and Delete buttons.
Notes:
• You cannot delete the default profile (marked with ).
• When deleting a profile, you do not delete the referenced subprofiles.
They remain in the corresponding subprofile lists, so that you can use
them for other profiles.
2. Create a profile:
a. Click on the Create button. The Profile Creation Wizard opens.

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b. Enter a profile name.

Use a name that is as descriptive as possible.
c. If you have a similar profile, you can use an existing profile as a template for
the new one: Check the Copy from option and select the respective profile.
d. Click on the Next button. The steps 2 to 4 of the Profile Creation Wizard
follow.

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3. Create each required subprofile for the profile:

a. Navigate to the subprofile you want to create with the Back and Next
buttons.
b. Click on the Create buttons. The step 1 of the Subprofile Creation Wizard
opens.

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c. Enter the profile name and click on the Next button. The step 2 of the
Subprofile Creation Wizard opens.
d. Define the detailed configuration of the subprofile:
• the subprofile Input (see “Configuring input” on page 71)
• the subprofile Processing (see “Configuring processing” on page 93)
• the subprofile Archiving (see “Configuring indexing and archiving” on
page 137)
e. Check the check box for the subprofile you want to use in the new profile.
The selected subprofiles are listed in the Page flow field.

4. Click on the Validate button.

A message displays if a subprofile is not valid (see “Validating profiles” on
page 70).
5. Click on the Finish button to complete the profile configuration. You return to
the Profile Manager dialog box.
6. Confirm with the OK button.

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9.3 Modifying existing profiles

There are three ways to modify existing profiles:
Profiles toolbar The easiest way is to use the Profiles toolbar:

1. Select the respective profile or subprofile in the list box of the Profiles toolbar.
2. Click on the respective profile or subprofile button in the Profiles toolbar.

Manage Use Profile > Manage Profiles to modify any existing profile.
Profiles menu The Profile Manager opens (see “Creating a profile” on page 64).
item

Configure Use Profile > Configure Current to modify the active profile.
Current menu
item

Configure Use Profile > Configure Input, Configure Processing or Configure Export to
subprofile modify the active subprofile.

Click the tab for the kind of subprofile you want to modify.

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Create
Based on the tab (Input, Processing, or Archiving) you have clicked, the Create
button opens the corresponding Subprofile Creation Wizard, where you can
create the new subprofile.
Modify
Highlight the subprofile you want to change and click on the Modify button.
The functionality available here depends on which tab you have open:
Input tab
After clicking the Modify button, you can change the input source. Select the
correct input source from the Scanners list in the Configure Input
subprofile dialog box.
To configure the parameters for the selected input source, click on the
Configure button.
Processing and Archiving tab
After clicking on the Modify button, you can change the settings and
parameters of the selected subprofile for Processing and Archiving.
Rename
To rename a subprofile
1. Select (highlight) the subprofile whose name you want to change.
2. Click on the Rename button. The Rename Subprofile dialog box opens.
3. Enter a new name for the subprofile.
4. Click on the OK button.
Delete
To remove a subprofile, select the one you want to remove.
Notes:
• An active subprofile cannot be deleted. If you want to delete a
subprofile, clear its check box.
• A subprofile that is being used by a profile cannot be deleted.
Next, click on the Delete button.
Configure
This button is only available in the Input subprofile. A dialog box appears,
where you can change the settings of the currently selected input device.

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9.4 Validating profiles

To check the settings you have created for the profile, click on the Validate button.

The dialog box shows whether the combination of subprofiles used is valid.
Comments beneath each subprofile offer hints for solving various profile
configuration problems.
For example, in the Processing subprofile, you cannot use Separate by Barcode
unless Barcode recognition is enabled first.

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Chapter 10
Configuring input
As input media, you can choose among ISIS scanners, Kofax certified scanners,
External Storage, File Import, File Input, Lotus Notes or Microsoft Exchange.

Scanners
Here, you select the input device for electronic pages to be scanned. Click on the
Configure button to set the options for your scanning operation.
Options
Check input file format
Select this check box to have the files checked before scanning. Click
Properties to set the parameters for checking.
Do not create a new document
Select this check box to add the files to the last document. Otherwise the
pages will be scanned into a new document.
Emulate dual stream mode
Select this check box to enable the software emulated dual stream. See “Dual
stream scanning” on page 30. In the UI, only monochrome images are
displayed.

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Note: If you select an ISIS scanner as input device, this check box is not
visible.

10.1 Configuring the format checker

You can set parameters to run a check on the input file format.
To do so, open the Configure Input subprofile dialog box, enable the Check input
file format option and click on the Properties button.

The following settings are available.

Note: The fields that are active in this dialog box depend on the input source
you have selected.
Check
Enter the minimum size for X and Y values of the document pages.
Checking Multipage tags searches for Multipage tags in the file (tags that are
significant for a Multipage TIFF file).
Checking Compression enables file compression.
Fix
If the Multipage tags option is enabled, incorrect multipage tags will be fixed.
If the Resolution in X and Resolution in Y options are enabled and the source
file contains invalid resolution information, it will be replaced by the value
entered in the fields. Enter the value for repairing.

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If the option Photometric interpretation is enabled, files without information

about photometric interpretation will be repaired. The value sets the color of the
background. If the scanned images are inverted, enabling this option and
selecting the correct color may fix the problem.
Directory for bad files
Enter the path for the directory where files that cannot be repaired (bad files)
will be stored. Make sure you have write permissions to this directory.

10.1.1 Format Checker Result dialog box

If format checking was activated in the Input subprofile and some scanned
documents do not fulfill the defined requirements, the Format Checker Result
dialog box opens.

Check if the listed pages are sorted into the right group and if you have selected the
right profile.

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10.2 Configuring file input

With File Input, you can read pages from a file or directory that is configured in the
subprofile. File Input and File Import are nearly the same functions. The only
difference is the time of directory configuration. For File Input, it is configured in
the Input subprofile, while for File Import the directory is chosen during scanning.
With both options, you can read TIFF, BMP and JPG files. With File Input or File
Import, further automatic processing is possible according to the configured profile.

Root directory for scanning:

Enter the directory in which the files are located.
Click on the ... button to open a dialog box in which you select the appropriate
network drive and directory.
Scan Options
Delete scanned files
Check this option to delete the original files automatically after scanning.

Warning
You can lose original data if the original image is in the wrong format
or if the scanning profile configuration uses plug-ins and so does not
support the color depth of the scanned page. If you use File input as
the input device and enable the option Delete scanned files, and then
an error occurs, the original files on the disk are deleted without
warning.

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Scan files from root

If this option is enabled, files that are located directly in the root directory
will be scanned.
Scan files from subdirectories
Enable this option to scan files from the subdirectories of the specified root
directory.
Skip non-image files
Enable this option to skip or ignore non-image files during scanning. If the
option is disabled, a note indicating that the file is not an image file is
generated. A message displays asking whether you want to ignore and
possibly delete the file.

Document Options
Create new document for directory
If this option is enabled, a new document is created for every subdirectory
present with the directory specified under Root directory.
Filename as document index
Enable this option to use the file name of the first file in the directory as the
index for the document.

Warning
When you scan from the file system in this way, the scanned
documents are not locked. After the documents are processed and
imported into Enterprise Scan, they are deleted from the location
(based on the option above). This means that this input source cannot
be used to distribute work to different operators by putting it on a
network file share. In this case, there is a high risk of two or more
people importing the same document more than once.

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After finishing the file input options, click Scan & Close to start the scanning
process. The Configure File Input dialog box is closed.

10.3 Configuring external storage

Unlike in File Input, here, you can only read in pages that have been archived (or, in
this case, buffered) in this external store from within Enterprise Scan. This is a useful
option in case the processing of scanned documents is distributed among multiple
workstations. For example, the pages may be scanned at one workstation, while
quality control, cleaning and sorting are performed at another workstation, and the
documents are archived at a third workstation.
Registered External Storage
Displays a list of the External Storage locations that have been created. To define
an External Storage location as an input directory, click on the Register button.
The Name is only displayed if the registered External Storage has been
configured as the document export target in the Archiving subprofile.
Register
Specify the directory in which the External Storage is located.
Click on the ... button to search for and set the path in your local directory
structure or in the network.
The External Storage path and name are then displayed in the list.
Edit
Select the directory that you want to change and click on the Edit button. You
can now edit the path specification for the External Storage.
Remove
Select the directory that you want to delete and click on the Remove button. The
path and name of the selected External Storage will be deleted.
Delete images
Enable this option to delete the data in the directory after scanning.
Delete Group Folder
The Delete Group Folder check box is only enabled if the Delete images check
box is selected.
Exporting to external storage creates the following folder structure on the file
system:
<configured folder>\<group name>\<serial number>\

Example:
C:\extstorage\MyGroup\00000002.00000000\

Choose one of the following options:

• Select the Delete Group Folder check box to delete the <group name> folder
after scanning.

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• Clear the Delete Group Folder check box to delete only the files and folders
contained in the <group name> folder. The empty <group name> folder will
remain on the file system.
The following is an example for using External Storage.

Example 10-1: External Storage used for distributed scanning

Your workload may be better balanced if you distribute it among multiple
workstations, since it is possible to separate the scanning, quality control and
possibly the indexing. The workstations exchange the documents in piles of
documents, using External Storage.
In the typical scenario, there is a dedicated scan station equipped with a high-
performance scanner. The scan station converts paper documents into electronic
images and stores them, using the archiving command, into temporary storage in
the File System (External Storage). The documents are then read from External
Storage by checking stations, where the quality and completeness of the documents
are verified. Once they have been successfully processed and indexed, the
documents are archived from these checking stations directly into the actual archive.
The dedicated scan station must also separate the documents into groups, according
to the actual number of operators doing the indexing and archiving in the next step.
This allows correct synchronization because each indexing station gets exclusive
access to one group.

10.4 Configuring File Import

File import is used if the scan operator must add files to the document stack. A
dialog box opens, where the scan operator can select the files from the file system.
This function is used rarely and usually by Administrators when defining the
profiles in order to quickly import test documents.

10.5 Configuring ISIS scanners

When working with ISIS scanners, you can see all installed scanners available in
installed drivers, marked with a green scanner icon in the Configure Input
Subprofile dialog box.
The user-defined name of the active subprofile is shown in the title bar.
Note: Each ISIS driver supports one or more scanners. To make work easier,
you should only install the relevant driver.

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For detailed information about the Options, see “Configuring input” on page 71.
Select your driver from the list. Then click on the Configure button to open the
Configure ISIS Scanner dialog box.
Common rules, valid for all fields in the Configure ISIS Scanner dialog box
• Your changes are validated immediately for all controls except edit boxes. For
edit boxes, the value is checked when the focus is moved to another box.
• There can be dependencies between scanning parameters. This means that if
you change one value, other values may change automatically to make the
whole configuration valid. Also, the available options for a parameter may be
limited by the current value of other parameters. (Example: you can select
Compression only if 1bit B&W color depth is selected.)
• Default resets the fields on the active tab only.
Standard tabs
In the Configure ISIS Scanner dialog box, you always see the standard tabs
Page and Image, where you can set the parameters for the paper format and
image quality options.
Optional tabs
There may also appear Advanced and Endorser tabs and special tabs for some
scanners. These tabs are only available if the driver supports at least one of the
corresponding parameters.

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10.5.1 Page settings for ISIS scanners

In the Page tab, you can select the paper source and the size and offset of the region
that you want to scan.

Page
Paper Size
Here, you can specify the settings for Page format, Orientation, Width,
Height, Left and Top offset.
Advanced
If Border detection is On, the scanner recognizes page borders during
scanning and determines the Page format. This box can be selected only if the
scanner supports this function.
If the Deskew box is selected, the page is deskewed during scanning. With
some scanners, this box can be selected only if Border detection is On.
If Overscan is selected, the scanning area is enlarged by the specified size. So
you can, for example, easily select A4 size with a 5–mm safety margin.
Paper source
You can select whether to scan pages from the scanner's stack Feeder, or to scan
each page individually from the Flatbed scanner. If you select Automatic and
there is a stack of paper pages in the feeder, they will all be scanned as single-
sided. If there is no paper stack, one image from the flatbed scanner will be
scanned.

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Feeder timeout
Sets the length of time in seconds that the scanner can wait for another
document without interrupting the scanning operation.
Double-sided scanning
When you have pages that are printed on both sides, you can specify whether
you want to scan both sides.
Show device dialog
Select this check box to display the Configure Device Settings dialog ...
• once per scan session, on the first scanning.
• if you switch to another input device (profile) and then switch back to the
ISIS input device, once, on the first scanning.
• when you click the configure button for the ISIS scanner.
In the Configure Device Settings dialog, the following settings are available:
Selected Device
In case you have multiple scanners attached to the computer, select the
scanner ID from the list.
Rescan Bus button
Update the list of attached scanners.
Default Page Size
Set the default page size for scanning.
Dual stream option
For general information about dual stream scanning, see “Dual stream scanning”
on page 30. The following options are available:
None
Default setting. Dual stream is disabled.
Emulated by software
Click this radio button to enable the software emulated dual stream. The
software emulated dual stream is similar to the Emulate dual stream mode
option for non-ISIS input devices in the input configuration dialog box. See
“Configuring input” on page 71.
Note: The Emulated by software radio button is only available if the
image color depth is 24bit color and the compression is not none. See
“Image settings for ISIS scanners” on page 81.
Hardware
Click this radio button to enable the hardware dual stream provided by the
scanner.
Note: The Hardware radio button is only available if the image color
depth is 24bit color, the compression is not none, and the scanner
hardware supports Multi Streaming.

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Note: The options available depend on the functions supported by the

connected scanner.

10.5.2 Image settings for ISIS scanners

The Image tab contains fields for specifying the basic properties of the images that
are to be produced.

Image Format
Color depth
Color depth options depend on the color settings that are supported by the
selected scanner.
Note: Scanning with a large number of colors requires a powerful
computer with a large memory.
Resolution
Sets the resolution. The higher the selected resolution, the better the result.
However, at high resolutions, scanning takes longer and requires more
storage space. Since this setting is dependent on the pages that are to be
scanned, you must test the settings to find which one provides the best
results. It is recommended that you use 300 dpi for black-and-white scanning
and 100 dpi for color or gray scale scanning.

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Brightness
The greater the percentage value you select here, the lighter the electronic page
will appear. If Automatic is checked, the optimized setting for the scanner is
used, but only if the scanner supports this function.
Contrast
Sets the contrast. The greater the percentage value you select here, the higher the
contrast in the electronic page.
Advanced
Dithering
This switches the dithering mode and can turn dithering off. Dithering
improves the quality of pictures in 1–bit monochromatic mode but may
damage text or barcodes.
Compression
Sets the type of compression used when images are transferred from the
scanner to the application. For fast scanners, this may influence the speed of
the whole scanning process. The most suitable compression setting depends
on the overall profile configuration.
Note: The options available depend on the functions supported by the
connected scanner.

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10.5.3 Advanced settings for ISIS scanners

In the Advanced tab, some special scanning options can be selected if supported by
the selected scanner.

Emphasis
Enhances the image.
White level follower
If the option is enabled, the scanner compensates for non-white background.
Invert image
Inverts the color of each pixel in the image.
Mixed scan
Optimized scanning method for pages containing both images and text.
Outline extraction
Makes edges black while leaving monochrome areas white.
Prompt scanner internal error during scanning
When an internal error occurs inside the scanner during scanning, Enterprise
Scan will display an error message along with the error code. Select this check
box to enable these error messages. By default, the check box is selected.
If you clear this check box, the user will not be notified of an internal error inside
the scanner during scanning. Scanning will be aborted silently.
Example:

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The following screenshot shows an error message when a paper jam has
occurred in the scanner feeder.

To abort the scanning operation, click OK.

You can enable a retry option for any scanner error during scanning by creating
a registry entry.

To enable a retry option for scanner errors:

1. Create a registry entry S:ErrorCodes (Type: String) under
HKEY_CURRENT_USER\Software\IXOS\IXOS_ARCHIVE\6.0\Scan\HKLM\Sca
nGlobalSettings

2. Add the error codes for which you want to enable a retry option.
In the example above, to enable a retry option in case of paper jam, enter the
value -4426 for S:ErrorCodes. If you want retry option for multiple errors,
separate the error codes by semicolon.

Example:
The following screenshot shows the paper jam error message with the error code
added in the registry.

To continue scanning, clear the paper jam and press Retry. To abort the scanning
operation, click Cancel.
For all errors whose error code is not added in the registry, only the OK option
will be available in the error message.
Note: The options available in the Advanced tab depend on the functions
supported by the connected scanner.

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10.5.4 Endorser settings for ISIS scanners

In the Endorser tab, some special scanning options can be set if supported by the
selected scanner.

Mode
Here, you can specify how the stamp is printed.
Disabled
No stamp is printed.
Manual
If this option is enabled, no stamp is printed during scanning. However, you
can enter a stamp identification manually by using the Properties view. The
manual setting can be used for pages that have already been time stamped.
Automatic
The stamp is printed automatically on every scanned page.
Automatic Counter
This counter increases by 1 after every scanned page. To change the value used
for the next page, enter the value into the edit field.
Endorser string
Settings defining the printed appearance of the endorser:
• %c: computer name

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• %n: serial number of the page. Using this counter will reduce performance of
fast scanners, because different strings must be generated for each page and
the scanner cannot scan in advance.
• %d: the current date
• %t, %T: the current time. For higher performance but less accuracy, use %T.
If you need high accuracy, use %t. If %n is already in the string, it does not
matter whether %t or %T is used; the performance is lower due to different
strings on different pages.
• %u: the user name
Position
Specifies the position of the stamp on the page relative to the margins.
Note: The options available depend on the functions supported by the
connected scanner. The Canon 5020/5080 imprinter functionality is available
through the Endorser tab.

10.5.5 Drivers settings for ISIS scanners

In the Drivers tab, you can define the drivers settings for your ISIS scanner.
Note: This tab is hidden by default and can be displayed by holding the SHIFT
key while opening ISIS configuration. Only Administrators should define these
settings.

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Show this page always

Activate this option to display the Driver tab permanently in the Configure ISIS
Scanner dialog box. Otherwise it will be only displayed when you have switched
to another driver. This option is always disabled.
Driver Settings
Define the settings for the chosen driver by entering the device name in the
Select Device field and choosing the properties to be ignored in the Property not
used list boxes.
ScannerID
Select the ScannerID in the list box. This list box is always disabled.
Native ISIS dialog boxes
Use the Standard, More and Area buttons to open the native ISIS dialog boxes.

10.5.6 All Settings for ISIS scanners

In the All Settings tab, you can define all other available settings for the ISIS
scanner.
Note: This tab is hidden by default and displayed by holding the SHIFT key
while opening ISIS configuration. Only Administrators should define these
settings.

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This tab is meant for support cases in which everything else fails, not for normal
work. Contact Open Text Global Services in these cases.

10.5.7 Kodak special tab

The Kodak tab contains special options for Kodak scanners only.

Manual feed
Controls the automatic feeder. If enabled, the user must press a button on the
scanner before each page.
Skew stop
This option stops the scanning when a skewed sheet of paper is detected.
Adaptive thresholding
Adapts the threshold to optimize scanning.
Invert image
Inverts the color of each pixel in the image.
Note: The options available depend on the functions supported by the
connected scanner. Other scanner specific modes may also be available. For
more information, refer to the manual for the Kodak scanner.

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10.5.8 Fujitsu IPC tab

The Fujitsu IPC tab contains special options for Fujitsu scanners with IPC board
only.

Threshold
Dynamic thresholding increases the accuracy of low-contrast documents.
Gradation
Specifies the gamma correction in Auto I mode.
Smoothing
Adjusts character edges to improve Optical Character Recognition (OCR).
Variance rate
Adjusts the level of gray at which the pixel is regarded as being black or white. It
enables the automatic brightness option.
For more information, refer to the manual for the Fujitsu scanner.

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10.6 Configuring Kofax certified scanners and Virtu-

alReScan
Kofax certified Kofax certified scanners are supported in Enterprise Scan by using the ImageControls
scanners toolkit. This integration offers high-volume scanning, automated recognition and
image cleanup.
VirtualReScan VirtualReScan (VRS) is an electronic checkpoint for scanned images. As quickly as
images pass through the scanner, VRS performs a multipoint inspection of each
document. VRS instantly checks and adjusts for alignment (skew), brightness,
contrast, and image clarity. Any inconsistencies are immediately corrected by VRS
so that only the straightest, most readable images are moved into your application.
VRS can be inserted between the scanner and the interface of Enterprise Scan.
Enterprise Scan receives the images directly from the scanner or via VRS. This is
transparent for Enterprise Scan.
Initialization Installed Kofax certified scanners are listed in the Scanners list of the Input
subprofile. They are marked with a purple icon.
Initialization of the Kofax certified scanner driver is started automatically when you
start scanning or configuring the scanner for the first time. A dialog box showing the
initialization progress appears. If the driver supports VRS, the VRS icon appears in
the Windows taskbar.
Configuration To configure a Kofax certified scanner, select it in the Input subprofile dialog box
and click on the Configure button. The Scanner Properties dialog box appears. The
language of this dialog box depends on the installed scanner driver and may differ
from Enterprise Scan language. For a description of the values, refer to the Kofax
documentation.
VRS properties To open the VirtualReScan Interactive Properties dialog box, right-click on the icon
in the taskbar (and select Preview) or click the Advanced button in the Scanner
Properties dialog box. The VRS settings are independent from the scanner's settings.
They are not handled by Enterprise Scan but by the VRS engine. For further
information on VRS settings, refer to the VRS documentation.

10.7 Configuring fax input

Enterprise Scan can read in faxes received via Lotus Notes, via Microsoft Exchange
or any software that supports this interface, e.g. Faxination. You can also, for
example, use software that can export received faxes via email to Microsoft
Exchange.

10.7.1 Configuring fax input for Lotus Notes

Specify where the faxes will arrive.

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Lotus Notes server, Mail database

Displays the Lotus Notes server and Mail database to be used. Values are taken
from the Lotus Notes Client configuration and cannot be changed.
Remember user ID password, User ID password
Activating Remember user ID password and then entering the password for the
mailbox into User ID password means that users do not have to enter a
password for the mailbox every time the Notes server is contacted.
Folders
If you want to change the default names, enter names for the folders labeled In-
put, Error and Deleted. When Enterprise Scan fetches new fax messages, these
three folders are automatically created in the Folders folder of your Lotus Notes
mailbox, if they are not yet present. The names provided in this dialog box are
used.

Important
When scanning fax attachments from Lotus Notes, only the first
attachment will be scanned. In case of multiple attachments, the other
attachments will be ignored. Configure your Fax software to create a
single multi-page file instead of creating a file for each page.

Note: Scanning fax attachments from Lotus Notes is only possible from the
Folders folder. The automatic creation places the folders at the correct
location.

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E-mail search engine

You can enter criteria both for the Subject field and for the Body text. Only
incoming e-mails that match these criteria will be shown in the Received faxes
list in the Scan from Lotus Notes dialog box.

10.7.2 Configuring fax input for Microsoft Exchange

Specify where the faxes will arrive.
Note: Microsoft Windows must be configured to use Microsoft Outlook as the
default e-mail client.

Microsoft Outlook profile

Select the Microsoft Outlook profile to be used.
Note: This must correspond to the mailbox that receives incoming faxes.
Folders
If you want to change the default names, enter names for the folders labeled
Input, Error and Deleted. When Enterprise Scan fetches new fax messages, these
three folders are automatically created in your mailbox directory, if they are not
yet present, using the folder names provided in this dialog box.
Note: Scanning fax attachments from Microsoft Outlook is only possible
from the faxlink folders located directly at the root of the mailbox, that
means at the same level as calendar, contacts, deleted items, and so on. The
automatic creation places the folders at the correct location.
E-mail search engine
You can enter criteria both for the Subject field and for the Body text. Only in-
coming e-mails that match these criteria will be shown in the Received faxes list
in the Scan from Exchange dialog box.

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Configuring processing
The processing subprofile is divided into the following parts:

Page process- Page processing improves the legibility of the document. Usually, page
ing processing is performed automatically during the scanning operation.
However, it might be necessary to improve the document quality manu-
ally.
For details, refer to “Page processing” on page 94.
Document During mass scanning, the beginning of a new document must be de-
creation tected automatically. This can be done in various ways: via barcode,
blank pages, the page number or blank pages.
For details, refer to “Separating documents (Document creation)” on
page 122.
Batch/folder You can use batches and folders to build a hierarchical structure of your
creation or as- documents, with batches as the highest level and folders under batches.
signment
For details, refer to “Batch/folder creation or assignment” on page 126.
Document If you are using blank pages to detect the end of a document, the obso-
processing lete blank pages can be removed automatically during scanning.
For details, refer to “Removing blank pages” on page 130.
The scripting extension enables you to configure document processing,
using a script.
For details, refer to “Scripting extension” on page 131.
Document During mass scanning, the documents can be separated automatically
classification into document groups. This can be done via barcode, default group or
patch code.
For details, refer to “Document classification” on page 132.

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11.1 Page processing

Page processing improves the legibility of the document. In most cases the page
processing is performed automatically during the scanning operation. But in rare
cases, it might be necessary to improve the document quality manually.

Processing step When to use Validation rules

Black Border Use when you are using the deskew or Works only with
crop function. black-and-white
images
Content Extractor (Color) Use to convert images from color to Works only over
black-and-white. This step may be color images; gray
helpful if the incoming documents are scale images must
colored and you often print the on be converted to
B/W printers. color first
Content Extractor with Use to convert color images to black Manually, not to
Preview and white. User can interactively se- be used for flow,
lect a threshold value. Pixels brighter works only with
than the threshold are set to white color images
while others are set to black
Color Conversion Use to reduce the size of the resulting
images by reducing the number of
colors in the image. This is of course a
trade off and depends on the specific
scenario.
Crop Filter Use to detect the image size, remove
the black-and-white borders and then
save the reduced image.

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Processing step When to use Validation rules

Deskew (B&W) Use to deskew skewed images. Works only with
black-and-white
images
Despeckle (B&W) Use to correct dirty black/white Works only with
pages. black-and-white
images
DPI Resampling Use to change the resolution of an im-
age, for example, when pages are
much noised and Barcode or Patch
Code Recognition is used.
Gray Scale Use to convert color pages into scaled
grays. This saves archive space and
improves the legibility of converted
pages.
Landscape to Portrait Use to rotate odd pages left and even
pages right. If you have a duplex A3
scanner and are scanning A4 pages,
you can speed up the scanning by ro-
tating the A4 pages to landscape. This
function is able to correctly convert the
scanned landscapes to original por-
traits.
Quality Indicator Use to automatically check the image
quality during scanning. If an image
does not meet the quality require-
ments, the page is marked with the
Bad Quality Marker. Thus the scan
operator can search for the Bad Qual-
ity Marker and correct the quality
manually, if possible.
Rotation In mass scanning scenarios, it may not
be possible to scan the documents al-
ways in the correct orientation. This
function rotates these pages automati-
cally.
Smooth (Color) Use to correct dirty colored pages. Works only with
color images

In addition to page processing steps, the settings for recognition of separation and
classification requirements have to be defined for this operation:
• “2D barcode recognition” on page 96
• “Barcode recognition” on page 98
• “Blank page detection” on page 104
• “Patch code recognition” on page 115

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11.1.1 2D barcode recognition

If documents are to be separated, assigned to a batch or a folder, or classified by 2D
barcode, 2D Barcode Recognition must be set in the flow, preceding the document
separation, assignment or classification.
Note: 2D barcode recognition must be licensed separately. Regarding a license,
contact Inlite Research (http://www.inliteresearch.com/opentext).

11.1.1.1 Barcodes tab

Enterprise Scan supports the following types of 2D barcodes:
• Pdf417
• Data Matrix

Recognize Barcodes
Select the barcodes that you want to search for.
Checksum
If you activate this check box, the checksums of the recognized barcodes are
examined.
Licence
This box indicates the license for the 2D barcode recognition. If you select a 2D
barcode in the Recognize Barcodes column, without having an appropriate
license, a warning message is displayed.

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Move Up/Move Down

During scanning, the barcodes are checked in the sequence in which they appear
in the list. To change this sequence, click a barcode entry followed by the Move
Up or Move Down button.

11.1.1.2 Configure tab

Restrict area for recognition

If you have configured areas before, you can restrict recognition to one of the
area sets. For details on area definition, refer to “Defining areas for recognition”
on page 217.
Recognize all barcodes on page
All 2D barcodes located on a page are considered.
Recognize from B/W copy
Recognizes 2D barcodes from a B/W copy.
Find poor quality and damaged barcodes (lower performance)
Recognizes 2D barcodes that are of poor quality or damaged. This option
reduces the performance of the 2D barcode recognition.
Barcode Orientation
Select the orientation of the 2D barcodes on your paper. Enterprise Scan needs
this information for correct reading of 2D barcodes. The following values are
possible:
• Horizontal
• Vertical

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• Diagonal (+– 45 degrees; lower performance)

11.1.2 Barcode recognition

If documents are to be separated, assigned to a batch or a folder, or classified into a
group by barcode, Barcode Recognition must be set in the flow, preceding the
document separation, assignment or classification.
Note: To distinguish simple barcodes from 2D barcodes, the term “barcode”
always indicates the simple barcode whereas the term “2D barcode” always
indicates the 2-dimensional barcode.

Barcode

2D Barcode

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11.1.2.1 Barcodes tab

This tab lists the names of all available barcode types.
Tip: To select all barcodes, press SHIFT and click one of the check boxes.

Recognize Barcodes
Select the barcodes that you want to search for.
Checksum
If you check this box, the checksums of the recognized barcodes are examined.
For more information on checksums, see “Questions about barcodes” on
page 308)
Remove Checksum
Here you can specify whether the checksum is to be removed.
Regular Expression
Here you can enter a Regular Expression against which the index is checked.
Note: The strings, rules and separators should correspond to the
conventions of the UNIX programming language. For examples of entries
possible here, refer to “Regular Expressions” on page 301.
Remove Chars
You can remove certain characters or strings from the index in accordance to the
rules entered in this box.

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Move Up / Move Down

During scanning, the barcodes are checked in the sequence in which they appear
in the list. To change this sequence, click a barcode entry followed by the Move
Up or Move Down button.
More Info
Display a technical specification of the selected barcode

11.1.2.2 Configure tab

Restrict area for recognition

If you have configured areas before, you can restrict recognition to one of the
area sets. For details on area definition, refer to “Defining areas for recognition”
on page 217.
Recognize all barcodes on page
All barcodes located on a page are considered.
Recognize horizontal barcodes first
This option is available if you have selected From top or From bottom barcode
orientation. If you enable the option, horizontally placed barcodes are examined
first. Otherwise, the first barcode to be detected on the page is recognized as the
first barcode. This option is important if only one barcode is to be recognized
even though various barcodes may be present on the page.
Recognize barcodes on noisy ground (lower performance)
Recognizes barcodes even on pages with noisy background. This option reduces
the performance of the barcode recognition.

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Recognize rotated barcodes (+- 45°, lower performance)

Recognizes barcodes that were placed at an angle and would normally not be
recognized.
Barcode Orientation
Select the orientation of the barcodes on your paper. Enterprise Scan needs this
information for correct reading of barcodes.

11.1.2.3 Recognition tab

You can improve the settings to enhance recognition of the individual barcodes.

The following values can be set:

Note: The values for recognition are measured in millimeters divided by one
hundred (mm/100).
Quiet space width
This is the horizontal distance between a barcode and its surrounding text,
graphics etc. If this value is reduced, barcodes located closer to the border or text
are also recognized.
Scan for barcode every
This is the search interval for barcodes. If you reduce this value, a lower
resolution is used. So, even very small barcodes can be found.
Distance of compared lines
If a possible barcode is found in a line (white space to edge and black bars), this
line is compared with the lines above and below. This value specifies the
distance for comparison above and below the barcode. You can reduce this value

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to prevent the comparison from being performed too far above or below the
barcode.
Comparison attempts
Specifies the frequency at which comparisons are performed. The higher the
value, the more precise the result.
Comparison tolerance
Specifies the maximum horizontal distance between the lines to be compared.
Minimum number of characters in the code
Specifies the minimum number of characters that the code must contain before it
can be registered as a barcode.
Comparison Shift
Specifies the maximum horizontal shift of the lines that are to be compared.
Increasing this value improves the recognition of oblique or less legible barcodes.
Bad lines to stop smoothing
When barcodes are being checked, an algorithm checks whether the upper and
lower located lines match. Increasing this value results in a greater tolerance
threshold during this check, which may in turn lead to better results in case of
oblique barcodes.
Maximum bar width
This sets the maximum width a bar can have if it is to be recognized as part of a
barcode.
Minimum bar width
This sets the minimum width a bar can have if it is to be recognized as part of a
barcode.
Minimum barcode height
This sets the minimum height of a stripe if it is to be recognized as a barcode.
This value prevents graphics, characters, badly scanned lines or dirty areas from
being incorrectly identified as a barcode.
Ignore barcode-like patterns
Patterns that look similar to a barcode will be ignored.
Recognize duplicates
If this option is enabled, the identified barcodes are compared. If two identical
barcodes appear on a page, then only one is considered.

11.1.3 Black border

You can define the settings for black border detection.

1. Click Configure to open the Configure Black Border dialog box.

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2. The following settings are available:

Minimum white space [1/10 mm]
Defines the minimum space between the black border and page contents.
This parameter is used to make border detection less sensitive to white dots
within the borders. White areas that are narrower than the specified value
are interpreted as part of the black border.
Assume straight borders
Check this box if the black border's boundary is a straight line, as is true in
most cases. If you deselect it, processing will be a bit slower and the black
border may have an arbitrary shape.
3. Click OK to save your settings and close the dialog box.
Note: Click Default to restore the original settings.

Example

The original is on the left. For the center page, this filter was set to a very small
value, whereas a higher value was chosen for the page on the right.

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11.1.4 Blank page detection

If blank pages inserted as separators must be removed, Blank Page Detection must
be set in the flow, preceding Blank Page Removal.

Tested Area
Enable Restrict area for detection if you want only a specific area to be checked
for Blank Page Detection. You must configure the area set before you can select
it here (see “Defining areas for recognition” on page 217).
Tolerance
Here you can select tolerance percentages for Blank Page Detection. The higher
the value you choose, the less permeable the filter will be.
Note: Click Default to restore the original settings.

11.1.5 Content extractor (color)

The Content Extractor serves as an “intelligent” conversion of images from color to
black-and-white, while saving as much image information as possible.
If you are unsure whether all pages you want to scan are colored, include
Conversion to xxx colors option in the flow. Conversion to xxx colors must precede
Content Extractor.

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The following can be set:

Channel
When the image is in true colors, pixels possess three values that identify the
intensity of red, green and blue color values.
The algorithm takes only one of these colors or channels into account.
When you choose Luminosity, a calculated value from all of these colors will be
taken for the algorithm, according to the level of human sensitivity to these
colors.
Each pixel in the image is assigned a value that is taken from the channel
intensity, and the threshold is calculated. All pixels with a value higher than this
threshold result will be white.
Threshold
Select either Global or Adaptive.
Global
When global threshold is selected, one threshold is calculated for the whole
image.

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Global Sampling
Global sampling determines how many pixels are taken into account. It
overlays the image with a system of grids. Global sampling determines the
space between the grids.
The higher the grids, the lower the resulting quality, but the faster the
performance.
Adaptive
When Adaptive is set, the image is split into squares, each with a specific
threshold.
Adaptive Grids
Adaptive Grids determines the size of these squares in pixels.
To suppress differences, the thresholds over pixels near borders are
continuous. In other words, there are no jumps between pixels in adjacent
squares.
Secondary pass
When the Secondary pass option is set, an additional function is activated for the
improvement of the image, in case some problem areas appear after conversion.
These areas are then reevaluated in the second cycle.
Note: Click Default to restore the original settings.

11.1.6 Content extractor with preview (manual processing

only)
Note: This function is intended to be used manually for postprocessing
corrections on scanned pages. Therefore, it cannot be set in the process flow.
Using the Content Extractor with Preview option, you can set the threshold values
for a manual conversion of images from color to black-and-white. Then you see the
results of recent settings in a preview.
1. In the Page menu, click Image Filter and then Content Extractor with Preview.

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The histogram shows the number of pixels for all intensities (0 to 255) for the
chosen channel. The representation of the number of pixels (vertical lines in the
histogram) is adjusted to fit this rectangle.
2. Set Channel and Threshold
Channel
When the image is in true colors, all pixels possess three values that identify
the intensity of red, green and blue color values.
The algorithm takes only one of these colors or channels into account.
When you choose Luminosity, a calculated value from all of these colors will
be taken for the algorithm, according to the level of human sensitivity to
these colors.
A value is assigned to each pixel in the image, taken from the channel
intensity, and the threshold is calculated. Pixels with values higher than this
threshold result will be white.
Threshold
The threshold is the value that determines how the image will be converted.
All pixels with an intensity smaller than this threshold value are converted
to black, and all others to white.
You can set only one threshold at a time, according to the channel selected.
Conversion can be performed with regard to one channel only. (Default: 100
for all channels)
Preview
When you check Preview, a simplified preview of the image appears,
showing the potential result of the conversion to black-and-white.

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11.1.7 Color conversion

It is possible to change the color depth of pages:
• Conversion to 2 Colors
• Conversion to 256 Colors
• Conversion to 16 Million Colors
• Conversion to Grayscale
You can either include this feature in the Processing subprofile or perform it
manually via the Page menu.
When you set the method for color depth conversions to 2 colors or to 256 colors,
you must define the dithering method for the conversion. The same dithering
method is used to reduce color depth in both cases.

Dithering method
The best dithering method depends on the type of graphic, available colors and
whether the graphic is to be displayed or printed. Floyd-Steinberg is always set
as the default. For most graphics, this method produces a satisfactory result. You
need to test the various methods to determine which best meets your
requirements. For information on dithering methods, see “Color reduction
methods” on page 299.
Note: Click Default to restore the original settings.

11.1.8 Crop filter

The Crop Filter function detects the image size, removes the black or white border
and saves the reduced image.

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Mode
You can specify whether the background of the documents is white or black.
Alternatively, you can select Detect background color so that the color will be
recognized automatically. This is slightly slower and sometimes may produce
unwanted results. The background color is important because only borders filled
with background color will be cropped (removed).
Reserve borders
Only borders that exceed this size are cropped.
Ignore dots smaller than
Only empty borders are cropped. This parameter specifies the size of dots that
are ignored when detecting whether an area is empty.
Note: Click Default to restore the original settings.

11.1.9 Deskew (B&W)

Documents that are skewed, or not scanned in straight, are difficult to use and
occupy unnecessary storage space. This problem can be eliminated during the
scanning operation using the deskew option.

1. Click Configure to open the Configure Deskew dialog box.

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2. The following settings are available:

Algorithm Precision
Specifies sampling frequency. The higher this parameter, the better the
results of deskewing will be. However, setting a high value will lengthen
execution time.
Maximum Angle [deg]
Specifies the angle that the scanner is to take into account. Any angle greater
than that shown here is not considered to be skewed and is therefore
ignored.
Background color
Defines the background color. This color is used as a filling color to areas
that are new after deskewing is performed.
3. Click OK to confirm your settings and close the dialog box.
Note: Click Default to restore the original settings.

Example A: Maximum Angle

This setting is useful if you are sure that the scanner never draws in pages
obliquely at more than a specific angle. This means, for example, that graphics
that are supposed to lie obliquely are not accidentally deskewed during
scanning.

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In the left-hand figure, the angle was set to 5°, whereas on the right-hand side it
was set to 45°. Since the text is skewed by more than 5° and this value is greater
than the filter setting, the page is considered to be correct, and is not rotated.
Example B: Algorithm Precision
The higher the sampling value, the more precise the result.

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In this example, the original graphic is very complex and detailed. The higher
the selected value, the better the result.
However, here, too, precision is achieved at the expense of speed - the higher the
value you set, the slower scanning becomes.

11.1.10 Despeckle (B&W)

Gray paper and traces of dirt can result in individual black dots during scanning
and can impair the quality of scanned images. You can eliminate these dots during
the scanning operation, thereby improving the legibility of the document and
reducing the file size. To do this, use Despeckle for black/white pages and Smooth
for colored pages.

1. Click Configure to open the Configure Despeckle dialog box.

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2. The following settings are available:

Type
Specifies the type of speckles to be removed.
You can remove black speckles from a white background or white speckles
from a black background.
Maximum speckle size
Specifies the maximum size of the speckles to be removed. Enter the
required size in the Horizontal and Vertical boxes.
3. Click OK to confirm your settings and close the dialog box.
Note: Click Default to restore the original settings.

11.1.11 DPI resampling

This feature changes the resolution of an image. The resolution can be set from 50
DPI to 600 DPI.
DPI Resampling is used in cases where pages are much noised and Barcode or
Patch Code Recognition is used. The probability of correct barcode or patch code
recognition on noised pages is higher if higher resolution values are selected. The
pages are scanned in high resolution, barcodes are recognized, and then the
resolution is reduced. Pages with lower resolution will need less space on the
Archive Server.

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1. Select the Resolution for X and Y.

2. Select the Resampling Method you want to use.
Note: Click Default to restore the original settings.

11.1.12 Gray scale

You can use the Conversion to Gray Scale filter to turn color pages into scaled
grays. This saves archive space and improves the legibility of converted pages.
There are no configuration parameters for this function.

11.1.13 Landscape to portrait

This function rotates odd pages left and even pages right. There are no
configuration parameters.

11.1.14 Optical character recognition (OCR)

Optical character recognition (OCR) automatically detects text in a picture file
during scanning. The activation of the OCR results requires scripting.
Area for recognition
Select an area on the page where OCR shall recognize characters. For
information how to define areas, see “Defining areas for recognition” on
page 217.

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Language
Select the language to be recognized. The following languages are supported:
• English
• German
• French
• Spanish
• Italian
In the processing script, the OCR result can be accessed with
PageAttributes.GetOcrText();. For details on the processing scripting extension,
see “Scripting extension” on page 131.

11.1.15 Patch code recognition

If documents shall be separated or classified by Patch Code, Patch Code
Recognition must be set in the flow, preceding document separation or
classification.

11.1.15.1 Patch Code tab

Patch Codes
Select the name of each patch code.
The highlighted code is shown in the Preview.

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Orientation
Specify whether the code is to be read vertically or horizontally by checking the
corresponding box.
Restrict area for recognition
If you have configured areas before, you can restrict recognition to one of the
area sets. For details on area definition, refer to “Defining areas for recognition”
on page 217.

11.1.15.2 Recognition tab

In the Recognition tab, you set values for the patch code. You can improve the
settings to enhance recognition of the individual patch codes.

For a description of the settings, refer to the relevant section on Barcode recognition
(see “Recognition tab” on page 101).
You can restore the default values by clicking Default.

11.1.16 Quality indicator

The Quality Indicator detects images that do not meet the quality requirements. The
indicator automatically sets the Bad Quality Marker to those images. Images that
do not meet the quality requirements should not be archived.
Select the checker you want to use:
• Contrast Checker (for colored images)
• Contents Overflow (for black/white images)
• Character Compactness (for black/white images)

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• Black Speckles or White Speckles (for black/white images)

11.1.16.1 Contrast checker

The Contrast Checker verifies the density of color images.

The following can be set:

Sensitivity
Here you can set the parameters for the contrast density of images. The lower
you set the checker, the lower contrast density will be accepted as correct in the
scanned image.
Algorithm Precision
Specifies the sampling frequency. The higher this parameter, the better your
contrast checking results will be. However, setting a high value will lengthen
execution time.
Note: Click Default to restore the original settings.

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11.1.16.2 Content overflow checker

This filter checks if no part of the page content (e.g. text) appears outside the borders
of the scanned image.

The following can be set:

Ignore Objects
Here you can set the parameters for the maximum length and width of an object
to be omitted.
Note: Click Default to restore the original settings.

11.1.16.3 Character compactness checker

The Character Compactness function checks if characters in the image are not
divided into too many parts (e.g. very light copies).

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The following can be set:

Sensitivity
Here you can set the parameter for the acceptable division of characters in the
image. The lower you set the checker, the smaller distance between characters
will be accepted as correct in the scanned image.
Characters Height
Here you can set the parameter for the maximum, minimum and standard
height of the characters. The minimum value is 0; the maximum value is 0.79
inches, or 20 mm.
Note: Click Default to restore the original settings.

11.1.16.4 Black (or white) speckles checker

The Black (or White) Speckles Checker checks the image for black or white
speckles.
Both checkers are configured in the same way.

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The following can be set:

Sensitivity
Here you specify how speckled an image can be. The lower you set the checker,
the more speckles will be accepted.
Maximal Speckles Size
Here you can set the parameter for the maximum height and width of allowed
speckles.
Note: Click Default to restore the original settings.

11.1.17 Rotation
It may not be possible for a large number of pages to be scanned with the same
orientation as their text. You can automatically rotate these pages to the correct
orientation for scanning.
Select the correct rotation.

Left The page is rotated 90 degrees to the left.

Right The page is rotated 90 degrees to the right.
180° The page is rotated 180 degrees.

11.1.18 Smooth (color)

Gray paper and traces of dirt result in individual black dots (noise) during scanning,
and can impair the quality of scanned images. You can eliminate these dots during
the scanning operation, thereby improving the legibility of the document and
reducing the file size. To do so, use Despeckle for monochrome pages and Smooth
for colored pages.

1. Click Configure to open the Configure Smooth dialog box.

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2. The following settings are available:

Method
Specifies the cleaning method. All methods reduce the noise (dirty pixels) of
the image and improve the quality.
• Min - Max
The Min-Max filter is a weaker variant of the Median filter. It does not
lose as much relevant data, but is able to remove only some kind of noise.
For this method, the size option is disabled.
• Median
The Median filter takes an array of 3x3 pixels into account. It sorts the
pixels by color and determines the pixel in the middle. The color value of
this pixel is then assigned to all pixels in the array. If the dirty area is
large, this filter may be unable to remove it at all.
For this method, the size option is disabled.
• Average
The Average filter computes the value of a pixel as an average of the
pixels in the surrounding area. The size of the considered area is
configured under Size.
Size
Specifies the area size for the Average method.
3. Click OK to confirm your settings and close the dialog box.
Note: Click Default to restore the original settings.

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11.2 Separating documents (Document creation)

If you do not define any separation criteria, all pages will be scanned into one
document. After scanning, you must split this document manually into several
documents. To avoid this manual work, you can define separator pages specifying
the end of one document and the beginning of a new one.

11.2.1 Configuring separation by 2D barcode

Here you can specify how individual documents will be recognized and separated
by means of a 2D barcode during scanning.
To use this function, 2D Barcode recognition must be set in the flow, preceding
Separation by 2D Barcode.

The following settings are available:

Separate only if (otherwise ignore)
Barcode type matches
The document is only separated if the identified 2D barcode matches the
selected one.
Note: Here, you can select exactly one 2D barcode or all 2D barcodes.
Options for correctly recognized
The document will only be separated if:
Checksum is OK
The checksum is correct.

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Barcode text matches regular expression

The string you enter in the following field matches the detected string. For
examples of entries possible here, refer to “Regular Expressions” on
page 301.
Options
For separation, you might use leading pages containing only the 2D barcode.
You can delete these pages automatically during scanning or mark them for
manual deletion.
Note: Click Default to restore the original settings.

11.2.2 Configuring separation by barcode

Here you can specify how individual documents will be recognized and separated
by means of a barcode during scanning.
In order to use this function, Barcode recognition must be set in the flow, preceding
Separation by Barcode.

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The following settings are available:

Separate only if (otherwise ignore)
Barcode type matches
The document is only separated if the identified barcode matches the selected
one.
Note: Here, you can select exactly one barcode or all barcodes. If you
want only a few barcodes to be used as separators, add Separate by
barcode to the processing flow as often as needed.
Recognition result
The document will only be separated if:
Correctly recognized only
The barcode is identified and correctly recognized.
Correctly and not correctly recognized
The barcode is identified, but may be not correctly recognized.
Options for correctly recognized
The document will only be separated if:
Checksum is OK
The checksum is correct.
Barcode text matches regular expression
The string you entered in the Barcode Recognition in the Regular
Expression field matches the detected string.
Options
For separation, you might use leading pages containing only the barcode. You
can delete these pages automatically during scanning or mark them for manual
deletion.
Note: Click Default to restore the original settings.

11.2.3 Configuring separation by blank page

You can insert blank pages as separator pages between individual documents so
that they can be automatically separated during scanning.
In order to use this function, Blank Page Detection must be set in the flow, preceding
Separate by Blank Page.
You can select the color you used for the blank pages, or check Accept any color.
Click on the OK button to confirm and close the dialog box.

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11.2.4 Configuring separation by filename

This option is intended for use when importing documents using FaxLink.
When certain third-party fax-software packages are used to receive faxes, they may
save the multipage faxes in such a way that each fax page is imported into
Enterprise Scan as a separate one-page document. In such cases, the Separate by
Filename function creates one document for each fax file and separates the imported
fax pages into the relevant multipage documents.
It is sufficient to add the Separate by Filename function to the flow and no further
configuration is then required.

11.2.5 Configuring separation by nth page

If all documents have the same number of pages, you can define every nth page as a
separator page.
In the Separate after field, enter the page after which a new document is to be
created.

11.2.6 Configuring separation by patch code

Here you can specify that, during scanning, the individual documents will be
recognized and separated by means of a patch code.
In order to use this function, Patch Code recognition must be set in the flow (see
“Patch code recognition” on page 115), preceding Separate by Patch Code.

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Select the patch code from the list. Click on the OK button to confirm and close the
dialog box.
Note: Enable the option Delete page with recognized patch code if the
separation pages only contain the patch code, and if these pages should be
deleted automatically.

11.3 Batch/folder creation or assignment

You can use batches and folders to build a hierarchical structure of your documents,
with batches as the highest level, and folders under batches.
See “Changing the document group, batch or folder” on page 41 for an overview.
There are two ways to assign documents to batches/folders:
• During scanning, pages are assigned to existing or newly created
batches/folders according to the rules set in the profile configuration.
Assignment must always be connected with a proper separation of documents.
• After scanning, pages can be assigned according to the rules set in the Document
menu and the Move to Batch or Move to Folder menu item.
Documents can be classified in either mode by
• 2D barcode
• barcode
• patch code
Alternatively, the user can directly select a batch or a folder to scan documents into,
before scanning is started. To configure this scenario, add Batch/folder creation or
assignment by user to the operation flow in the Processing subprofile.
The configuration is identical for batches and folders, so the following sections refer
to batches and folders.

11.3.1 Configuring batch/folder creation or assignment by 2D

barcode
You can assign documents to batches/folders by means of 2D barcodes. The
configuration of 2D barcode parameters for batch/folder creation or assignment is
identical with the configuration of simple barcodes.
To use this function, make sure 2D Barcode Recognition is set in the flow, preceding
Batch Creation or Assignment by 2D Barcode/Folder Creation or Assignment by
2D Barcode.

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Add an assignment rule

Click on the Add button to add a new line at the end of the list.
By default, the first batch/folder name appears in the Batch/Folder column, and
the first 2D barcode from the 2D barcodes list appears in the Recognized
Barcode column.
Checksum and Regular expression are not checked by default.
Batch/Folder
You have the following options:
• Select a batch/folder name from the list.
• Enter a name for a new batch/folder to be created during scanning.
• Select [new batch]/[new folder] from the list; a new batch/folder (with a
name containing timestamp) will be created automatically during the scan
process whenever the conditions are met. This means, multiple
batches/folders might be created during one scanning session.
Recognized Barcode
Select the 2D barcode that should be recognized, or select All, if you want all
2D barcodes to be recognized. Each document with the selected 2D
barcode(s) will be assigned to the batch/folder selected in this line.
Checksum
Select this check box if you want to assign the document into the selected
batch/folder only if the checksum is valid.
Regular expression
Check this box if you want to use a regular expression for the assignment.
The regular expression must be consistent with the UNIX standard. For more

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information about regular expressions, see “Regular Expressions” on

page 301.
Remove
Click the Remove button to delete the selected line.
Move Up/Move Down
During scanning, the 2D barcodes are checked in the sequence in which they
appear in the list. To change this sequence, click a 2D barcode entry followed by
the Move Up or Move Down button.

11.3.2 Configuring batch/folder creation or assignment by

barcode
You can assign documents to batches/folders by means of barcodes. The
configuration of barcode parameters is similar to the one outlined in the Barcode
Recognition section (see “Barcodes tab” on page 99).
To use this function, make sure Barcode Recognition is set in the flow, preceding
Batch Creation or Assignment by Barcode/Folder Creation or Assignment by
Barcode.
Add an assignment rule
Click on the Add button to add a new line at the end of the list.
By default, the first batch/folder name appears in the Batch/Folder column, and
the first barcode from the barcodes list appears in the Recognized Barcode
column.
Checksum and Regular expression are not checked by default.
Batch/Folder
You have the following options:
• Select a batch/folder name from the list.
• Enter a name for a new batch/folder to be created during scanning.
• Select [new batch]/[new folder] from the list; a new batch/folder (with a
name containing timestamp) will be created automatically during the scan
process whenever the conditions are met. This means, multiple
batches/folders might be created during one scanning session.
Recognized Barcode
Select the barcode that should be recognized. Each document with the
selected barcode(s) will be assigned to the batch/folder selected in this line.
Checksum
Select this check box if you want to assign the document into the selected
batch/folder only if the checksum is valid.
Regular expression
Check this box if you want to use a regular expression for the assignment.
The regular expression must be consistent with the UNIX standard. For more

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information about regular expressions, see “Regular Expressions” on

page 301.
Remove
When you click the Remove button, the selected line will be deleted.
Move Up/Move Down
During scanning, the barcodes are checked in the sequence in which they appear
in the list. To change this sequence, click a barcode entry followed by the Move
Up or Move Down button.
Note: For an example, see “Example: Separating documents by barcode and
sorting into groups using regular expressions” on page 293.

11.3.3 Configuring batch/folder creation or assignment by

patch code
You can assign documents to batches/folders by means of patch codes. The
configuration of patch code parameters for batch/folder creation or assignment is
identical with the configuration of classification into groups by patch code.
In order to use this function, Patch Code Recognition must be set in the flow,
preceding Batch Creation or Assignment by Patch Code/Folder Creation or
Assignment by Patch Code.
Add an assignment rule
Click on the Add button to add a new line at the end of the list.
By default, the first batch/folder name appears in the Batch/Folder column,
and the first patch code from the patch codes list appears in the Recognized
Patch Codes column.
Batch/Folder
You have the following options:
• Select a batch/folder name from the list.
• Enter a name for a new batch/folder to be created during scanning.
• Select [new batch]/[new folder] from the list; a new batch/folder (with a
name containing timestamp) will be created automatically during the scan
process whenever the conditions are met. This means, multiple
batches/folders might be created during one scanning session.
Recognized Patch code
If the patch code selected here is found on the processed page, the document
will be assigned to the batch/folder selected in this line.
Remove
When you click on the Remove button, the selected line will be deleted.

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Move Up/Move Down

During scanning, patch codes are checked in the sequence in which they appear
in the list. To change this sequence, click a patch code entry followed by the
Move Up or Move Down button.

11.3.4 Configuring batch/folder creation or assignment by

user
When Batch Creation or Assignment by User or Folder Creation or Assignment by
User is set in the Processing subprofile, you assign the documents directly to a batch
or folder during scanning. No further configuration is needed.
When you start scanning, the Select Batch or Select Folder dialog box opens. Select
a Batch or a Folder name from the list or enter a name for a new batch or a new
folder. This new batch or folder is created during scanning.
Click on the OK button. All scanned pages are assigned to this batch or folder.
Note: This creation or assignment function does not require a preceding
“Separation” or “Recognition” rule.

11.4 Document processing

Document processing comprises a function for automatically removing blank pages
and a scripting extension.

11.4.1 Removing blank pages

With this function, you can automatically remove blank separator pages that have
been inserted in the paper stack before scanning. The function is also useful in cases
of double-sided scanning, where the reverse side of a sheet is scanned even though
it is blank.
In order to use this function, Blank Page Detection must be set in the flow, preceding
Remove Blank Pages.

You can select the color you used for the blank pages, or check Accept any color.
Note: Click Default to restore the original settings.

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Click on the OK button to confirm your selection and close the dialog box.

11.4.2 Scripting extension

You can configure document processing by scripting. You can write scripts to access
the page attributes, like simple or 2D barcodes and OCR results, and process them,
for example for the following purposes:
• Assign documents to a batch or a folder.
• Classify documents into a group.
• Separate documents.
If you want to use 2D barcodes, simple barcodes or OCR text in your processing
script, make sure the respective plug-ins are properly configured in the Page
processing flow.
To use the scripting extension, add Scripting Extension to the operation flow in the
Processing subprofile, mark it and click the Configure button.
The Configure Processing Extension Script dialog box opens.
Here you can write your script for document processing. The scripting interface in
the Processing script looks like the following:
Page attributes
• Simple and 2D barcodes:
<code>
var bc = PageAttributes.GetBarcode(index);
var bc2d = PageAttributes.Get2DBarcode(index);
</code>

• The OCR result can be accessed with:

PageAttributes.GetOcrText();

Document properties (to be passed to the separation action)

<code>
var props = Separation.CreateDocumentProperties();
props.Group = "GROUP XYZ";
props.Batch = "BATCH XYZ";
props.Folder = "FOLDER XYZ";
props.Index = "INDEX XYZ";
</code>

Separation
<code>
// separates only
//Separation.Separate(props);
// separates and deletes the current page
//Separation.Separate(props, Separation.Flags.DeletePage);

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// separates and sets the delete-marker for the current page

Separation.Separate(props, Separation.Flags.MarkPageForDelete);
</code>

Use the buttons Load, Save and Compile to open, store and test the script.
The following additional buttons are available:
References
Use this button to add a reference to third party libraries, see “Assigning third
party libraries” on page 170.
Open Global Function Depot
Use this button to open the Global Function Depot where you can collect all
your Enterprise Scan scripts. See “Global function depot” on page 280.
For general information about scripting in Enterprise Scan, see “Scripts for indexing
and archiving” on page 273.

11.5 Document classification

Documents can be assigned to groups. This is known as Classification. Classification
divides documents into groups depending on the rules you set.
Using groups gives a better overview of scanned documents and simplifies your
work, especially when you archive into External Storage. Groups correspond with
directories in the file system, so only the desired group of documents can be selected
for further processing.
There are two ways to classify documents:
• During scanning, pages are classified according to the rules set in the profile
configuration. Classification must always be connected with a proper separation
of documents.
• After scanning, pages can be classified according to the rules set in the
Document menu and the Classify menu item.
Documents can be classified in either mode by
• 2D barcode
• barcode
• patch code
Alternatively, the user can directly select a group to scan documents into, before
scanning is started. To configure this scenario, add Classification by User to the
operation flow in the Processing subprofile.

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11.5.1 Configuring classification by 2D barcode

You can classify documents to groups by means of 2D barcodes. The configuration
of 2D barcode parameters for classification is identical with the configuration of
simple barcodes.
To use this function, make sure 2D Barcode Recognition is set in the flow, preceding
Classification by 2D Barcode.
Add a classification rule
Click on the Add button to add a new line at the end of the list.
By default, the first group name appears in the Group column, and the first 2D
barcode from the 2D barcodes list appears in the Recognized Barcode column.
Checksum and Regular expression are not checked by default.
Group
Select a group name from the list box, or enter a name for a new group to be
created during scanning.
Recognized Barcode
Select the 2D barcode that should be recognized, or select All, if you want all
2D barcodes to be recognized. Each document with the selected 2D
barcode(s) will be classified into the group selected in this line.
Checksum
Select this check box if you want to assign the document into the selected
group only if the checksum is valid.
Regular expression
Check this box if you want to use a regular expression for the assignment.
The regular expression must be consistent with the UNIX standard. For more
information about regular expressions, see “Regular Expressions” on
page 301.
Remove
Click the Remove button to delete the selected line.
Move Up/Move Down
During scanning, the 2D barcodes are checked in the sequence in which they
appear in the list. To change this sequence, click a 2D barcode entry followed by
the Move Up or Move Down button.

11.5.2 Configuring classification by barcode

You can classify documents into groups by means of barcodes. The configuration of
barcode parameters is similar to those outlined in the Barcode Recognition section
(see “Barcodes tab” on page 99).
To use this function, make sure Barcode Recognition is set in the flow, preceding
Classification by Barcode.

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Add a classification rule

Click on the Add button, to add a new line at the end of the list.
By default, the first group name appears in the Group column, and the first
barcode from the barcodes list appears in the Recognized Barcode column.
Checksum and Regular expression are not checked by default.
Group
Select a group name from the list box, or enter a name for a new group to be
created during scanning.
Recognized Barcode
Select the barcode that should be recognized. Each document with the
selected barcode(s) will be classified into the group selected in this line.
Checksum
Check this box if you want to classify the document into the selected group
only if the checksum is valid.
Regular expression
In the Configure Barcode Recognition dialog box, you can set rules for
Regular expressions. The regular expression must be consistent with the
UNIX standard. (For more information about regular expressions, see
“Regular Expressions” on page 301)
Check this box if you want Regular expression to be used for classification.
Remove
When you click on the Remove button, the selected line will be deleted.

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Move Up/Move Down

During scanning, the barcodes are checked in the sequence in which they appear
in the list. To change this sequence, click a barcode entry followed by the Move
Up or Move Down button.
Note: For an example, see “Example: Separating documents by barcode and
sorting into groups using regular expressions” on page 293.

11.5.3 Configuring classification by patch code

You can classify documents into groups by means of patch code. The configuration
of patch code parameters is similar to the method outlined in the Patch Code
Recognition section (see “Patch code recognition” on page 115).
In order to use this function, Patch Code Recognition must be set in the flow,
preceding Classification by Patch Code.

Add a classification rule

When you click on the Add button, a new line is added at the end of the list.
By default, the first group name appears in the Group column, and the first patch
code from the patch codes list appears in the Recognized Patch Codes column.
Group
Select a group name from the list, or enter a name for a new group to be
created during scanning.
Recognized Patch code
Document will be classified into the group if the patch code selected here was
found on the processed page.

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Remove
When you click on the Remove button, the selected line will be deleted.
During scanning, patch codes are checked in the sequence in which they appear in
the list. To change this sequence, click a patch code entry and then the Move Up or
Move Down button.

11.5.4 Configuring classification by user

When Classification by User is set in the Processing subprofile, you assign the
documents directly to a group during scanning. No further configuration is needed.
When you start scanning, the Select Group dialog box opens. Select a Group name
from the list or enter a name for a new group. This new group is created during
scanning.
Click on the OK button. All scanned pages are assigned to this group.
Note: This classification function does not require a preceding “Separation” or
“Recognition” rule.

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Chapter 12
Configuring indexing and archiving
In the Archiving subprofile, you can define where and how the scanned and
processed pages will be stored. The Archiving subprofile must be configured
according to the processing workflow and the leading application.

12.1 Indexing and archiving scenarios

Once the pages have been scanned, checked, sorted and combined to form
documents and groups, you can start the indexing and archiving process. In order to
define the appropriate settings in Enterprise Scan, you must know which archiving
scenario is being used. This chapter describes the following archiving scenarios:
• Archiving (TCP)
• Pre-indexing (TCP)
• Early Archiving (SAP)
• Late archiving with barcode (SAP)
• Storing in Livelink

12.1.1 TCP scenarios

Open Text Transactional Content Processing (TCP) replaces the former product
Livelink ECM – Production Document Management (PDMS). The TCP scenarios are
also valid for PDMS.
Archiving (late With the archiving (late indexing) scenario , you can store a scanned document in the
indexing) Archive Server. After archiving, the document appears as an attachment of a work
item in the indexing work queue of TCP, or as an IndexingItem in My Workplace
> Indexing in PDMS.

Settings “Archiving”
Indexing Indexing with TCP.

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Settings “Archiving”
Preconditions • Open Text Administration: create archive mode with DMS_Indexing
scenario (see section 10 "Configuring scan stations" in Open Text
Archive and Storage Services - Administration Guide (AR-ACN)</doc>).
In the archive mode, the following Extended Conditions must be set:
PDMS: BIZ_ENCODING_BASE64_UTF8N and BIZ_REG_INDEXING
TCP: PS_ENCODING_BASE64_UTF8N
See section 35 "Functional description of the TCP DocTools" in Open
Text Transactional Content Processing - Administration Guide (TCP-
AGD)</doc> for details.
• Document Pipeline: install Document Pipelines for TCP.

Enterprise Configure the Document Pipeline with the archive mode defined in the
Scan customiz- Open Text Administration and select DMS doctype (see “Administration
ing Server and Document Pipeline” on page 231).
Starting ar- In Enterprise Scan
chiving
Communica- The document is archived. Further steps like sending a notification or
tion starting a process depend on the configuration of Document Pipelines for
TCP. All steps are done in Document Pipelines for TCP.

Pre-indexing With the pre-indexing scenario , you can store additional document properties along
with the scanned document in the Archive Server. A Transactional Content
Processing (TCP) user can use these properties to retrieve the document.

Settings “Pre-indexing”
Indexing Pre-indexing with Enterprise Scan, final indexing with TCP.
Preconditions • Open Text Administration: create archive mode with DMS_Indexing
scenario (see section 10 "Configuring scan stations" in Open Text
Archive and Storage Services - Administration Guide (AR-ACN)</doc>).
In the archive mode, the following Extended Conditions must be set:
PDMS: BIZ_ENCODING_BASE64_UTF8N and BIZ_REG_INDEXING
TCP: PS_ENCODING_BASE64_UTF8N
See section 35 "Functional description of the TCP DocTools" in Open
Text Transactional Content Processing - Administration Guide (TCP-
AGD)</doc> for details.
• Document Pipeline: install Document Pipelines for TCP.

Enterprise • Define the pre-indexing form in the Archiving subprofile (see

Scan customiz- “Configuring Indexing” on page 142).
ing • Configure the Document Pipeline with the archive mode defined in
the Open Text Administration and select DMS doctype (see
“Administration Server and Document Pipeline” on page 231).
• Configure the login to TCP (see “TCP log in” on page 233).

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Settings “Pre-indexing”
Starting ar- In Enterprise Scan
chiving
Communica- The document is archived. Further steps like sending a notification or
tion starting a process depend on the configuration of Document Pipelines for
TCP. All steps are done in Document Pipelines for TCP.

12.1.2 SAP scenarios

Early Archiving In this scenario, paper documents are scanned and attached to a workflow as soon
as the documents arrive in the office. All business tasks concerning the documents
are performed with the electronic document and use the workflow. The leading
application controls the documents and routes them throughout the company.
Note: If an SAP system is the leading application, the corresponding scenario
names are Storing for subsequent entry and Storing for subsequent
assignment. The scenario names in SAP products depend on the product
version.

Settings “Early Archiving”

Indexing In the leading application (SAP products, Livelink for Siebel)
Preconditions • Document Pipeline: install Open Text Document Pipeline SAP or
Document Pipelines for Siebel
• For preconditions in the leading application, refer to the correspond-
ing customizing guide.
Enterprise If necessary, activate archiving from the leading application using Tools
Scan customiz- > Archiving from Leading Application (see “Archiving from the leading
ing application” on page 240).
Starting ar- In Enterprise Scan or in the leading application
chiving
Communica- The document is archived, and the unique identification of the document
tion in the archive (document ID, archive ID) is sent to the leading applica-
tion. This establishes the link between the data in the leading application
and the archived document.

Late archiving In this scenario, paper documents are passed through the office and are not archived
with barcode until all document-related work has been completed. If documents are archived in
this way, indexing by barcode, patch code or another indexing method is used to
join the documents to the corresponding business entries in the leading application.
Documents are identified by a barcode or patch code on their first page.
Note: If an SAP system is the leading application, the corresponding scenario
name is Late storing with barcode.

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Settings “Late archiving with barcode”

Indexing In the leading application (SAP products, Livelink for Siebel)
Preconditions • Document Pipeline: install Open Text Document Pipeline SAP or
Document Pipelines for Siebel.
• Open Text Administration: create archive mode with Late_Archiving
scenario (see section 10 "Configuring scan stations" in Open Text
Archive and Storage Services - Administration Guide (AR-ACN)</doc>).
• For preconditions in the leading application, refer to the correspond-
ing customizing guide.
Enterprise • configure the Document Pipeline with the archive mode defined in the
Scan customiz- Open Text Administration (see “Administration Server and Document
ing Pipeline” on page 231)

Starting ar- In Enterprise Scan

chiving
Communica- The documents are archived, and the unique identification of the docu-
tion ments in the archive (document ID, archive ID), along with the barcode
or patch code, is sent to the leading application. The link between the
entry in the leading application and the archived document is estab-
lished by the matching of barcodes or patch codes. These steps take place
in the Document Pipeline.

12.1.3 Livelink scenario

Storing in In this scenario, the documents are sent to a Livelink folder and stored on Livelink
Livelink ECM – Enterprise Server. Optionally, a workflow can be started, based on the
documents.

Settings “Storing in Livelink”

Indexing In Enterprise Scan
Preconditions The relevant Livelink objects, categories and workflow maps, must exist
on the Enterprise Server (see Livelink ECM - Enterprise Server - Administra-
tor's Online Help (LLESCOR-H-AGD)).
Enterprise The archiving subprofile must have been created and configured for
Scan customiz- Livelink (see “Storing in Livelink” on page 190).
ing
Starting ar- In Enterprise Scan
chiving
Communica- Enterprise Scan exports the document to the Enterprise Server and starts
tion a workflow if specified.

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12.2 Configuring an Init-Profile script

In the archiving subprofile, you can write an Init-Profile script that is called
whenever the end user activates an archiving subprofile.
The following actions activate an archiving subprofile:
• Starting Enterprise Scan
• Switching between main profiles
• Switching between the archiving subprofiles within a main profile

To configure an Init-Profile script:

1. In the Profiles toolbar, select Configure Archiving.
The Configure Archiving Subprofile dialog box opens.
2. Select the Init-Profile Script tab and click the Edit button.
The Configure Init-Profile Script dialog box is displayed.
3. Write the script in the Script field.
Use the buttons Load, Save and Compile to open, store and test the script.
The following additional buttons are available:
References
Use this button to add a reference to third party libraries, see “Assigning
third party libraries” on page 170.
Open Global Function Depot
Use this button to open the Global Function Depot where you can collect all
your Enterprise Scan scripts. See “Global function depot” on page 280.

Example 12-1: Checking precondition in Init-Profile and conditionally cancel

archiving in Pre-Archive
A possible use for the Init-Profile script could be to check some precondition, using
the Init-Profile script, and validate the results of this check and conditionally cancel
archiving, using the Pre-Archive script. For further information on the Pre-Archive
script, see “Configuring a Pre-Archive script” on page 175.
Script in the Configure Init-Profile Script dialog box:
import System.Windows.Forms;

if(MessageBox.Show("Some Initialization", "Init-

Profile",MessageBoxButtons.YesNo)==DialogResult.No)
{
Context["b_check"] = false;
}

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else
{

Context["b_check"] = true;
}

Script in the Configure Pre-Archive Script dialog box:

import System.Window.Forms;

if(Context["b_check"] == false)
{
MessageBox.Show("Precondition not met. Archiving not possible.");
Application.StopArchivingSilent = true;
}

12.3 Configuring Indexing

The indexing masks are linked to the archiving subprofiles. Each archiving
subprofile has just one indexing mask.

1. In the Profiles toolbar, select Configure Archiving.

The Configure Archiving Subprofile dialog box opens.
2. Select the Indexing tab.
In this dialog box you define the indexing fields for the archiving profile shown
in the heading.

3. Click on the Add button. A context menu opens.

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4. There are the following ways to define indexing fields:

• Click on the New field item to define own index fields (see “Configuring
custom index field” on page 143).
• Click on the Import from TCP item to import the records from Open Text
TCP Context Server (see “Importing record types from TCP” on page 146).
The records must be defined in the Open Text TCP Modeler.
• Click on the Import from Livelink item to import the attributes from
Livelink ECM – Enterprise Server (see “Importing Livelink attributes” on
page 151). The attributes must be defined in the Livelink Administration.
• Click on the Import from Oracle item to import the attributes from Oracle
Web Service (see “Importing Oracle Web Service attributes” on page 159).
5. Click on the References button to add a reference to third party libraries. This is
only necessary if you are using advanced scripting possibilities (see “Assigning
third party libraries” on page 170and “Scripts for indexing and archiving” on
page 273).
6. Click on the Field areas button to define the area in the document where the
scan operator will find the required information for editing the selected
indexing field (see “Field areas” on page 173).
7. Define the order of the index field with the arrow buttons.
8. If you have imported the index fields from the Livelink ECM – Enterprise
Server, you can group the fields in the indexing form according to the set
names. To do this, check the Group fields by sets option. The set name is first
part of the field name separated by colons.
Note: If you have imported the index fields from TCP Context Server, you
must deactivate this option.
9. Confirm the configuration with the OK button.
Now the Indexing view opens with this index fields when the scan operator
selects this profile (see “Indexing and archiving documents” on page 49).

12.3.1 Configuring custom index field

You can influence the behavior of the indexing input fields by writing scripts, where
you can define the initial values, dependency among the input fields and so on.
Export and import of these scripts are available as well.

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1. Click Add > New field or Edit (if you have selected an existing indexing field)
in the Indexing tab of the Configure Archiving Subprofile dialog box.

2. Define the field parameters:

Name Enter the name of the field.
Type Select the field type.
Livelink Only active if type User is selected, see “Indexing the Livelink at-
tribute type User” on page 158.
Display String Enter the name that is displayed in the index form.
Mandatory Select this check box if the scan operator must fill this field.

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Owner Select Document or Global from the list.

Document
The values in indexing fields with the owner Document are valid
for the particular document. They are persistent, that means they
do not change even if a different document is selected in the stack
or if Enterprise Scan is shut down.

Global
The values in indexing fields with the owner Global are valid for
all documents. They are persistent when archiving but they are
lost if the (sub)profile is changed or if Enterprise Scan is shut
down. Indexing fields of type Global are highlighted in light blue
in the Indexing view and in the Indexing tab of the Configure
Archiving Subprofile dialog box.

Count, Maxi- Configure the number of rows for the indexing field, only relevant
mum, Locked for multivalue indexing, see “TCP multivalue attributes” on
page 147 and “Indexing multi-row attributes from Livelink” on
page 156.
More This button is only enabled for importing TCP relations, see “TCP
relations” on page 149.

3. Assign scripts to the index field:

You can define the following scripts:

Initialization This script is performed when the indexing form is opened for a
script new document or when the user switches to another field with the
TAB key.
Validation This script is performed when a user presses ENTER.
script
Update script This script is performed when the user changes a field or presses
ENTER.

Important
• In case of multi-selection, that means if the user selects more than
one document in the stack, the Initialization script and the Update
script are not executed for indexing fields with owner Document.
The Validate script, however, is executed also in case of multi-
selection.
• For indexing fields with owner Global, this restriction does not ap-
ply. In case of multi-selection, all indexing scripts for fields with
owner Global are executed.

Use the buttons Load, Save and Compile to open, store and test the scripts.

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Click the Open Global Function Depot button to display the Global Function
Depot, see “Global function depot” on page 280.
Tip: For a detailed description of scripting and its use in the indexing
process, refer to “Scripts for indexing and archiving” on page 273.
4. Confirm your configuration with the OK button.

12.3.2 Importing record types from TCP

Open Text Transactional Content Processing (TCP) replaces the former product
Livelink ECM – Production Document Management (PDMS).
You can import record types from TCP Context Server. When the scan operator fills
the index fields and archives the document, the record types' attributes are
automatically passed to TCP.
Note: Prior to importing, the records must have been defined in the Open Text
TCP Modeler.

1. Open the Configure Archiving Subprofile dialog box (see “Configuring

Indexing” on page 142)
2. Select the Indexing tab and click Add > Import from TCP.
3. Log in to TCP (see “TCP log in” on page 233) to display the Import Record
Types dialog box.

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4. Select one document type.

Note: Only one document type can be specified whereas any number of
data object types can be imported. The document type will contain the
scanned document itself.
5. Select one or more data object types.
6. Click the Import icon.

12.3.2.1 TCP multivalue attributes

1. Import record types from TCP (see “Importing record types from TCP” on
page 146)
2. Open the Configure Archiving Subprofile dialog box (see “Configuring
Indexing” on page 142)
3. Mark the indexing field you want to change and click the Edit icon.

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4. In the Configure Field dialog box, configure the number of rows (Count) that
are displayed initially in the Indexing view. Default value is 1.
5. For multivalue fields imported from TCP, there is no upper limit for the number
of rows. If needed, configure such a limit with the checkbox Maximum and the
corresponding value.
6. For single-value properties: To make sure that the number of lines cannot be
changed in the Indexing view, check Locked in the Configure Field dialog box .
7. In the Indexing view, add and remove rows for indexing multivalue attributes
by clicking the and icons.

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12.3.2.2 TCP relations

See section 24.2.11 "Relationships (also external and cross-data dictionary
relationships)" in Open Text TCP Modeler - Customization Guide (TCP-CGD)</doc> to
learn about the use of relations in TCP scenarios.
Along with relations, the corresponding mapping properties are imported. This
induces duplicate entries in the list of Indexing fields in the Indexing tab of the
Configure Archiving Subprofile dialog box. The duplicates are shown in red.

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1. Decide if the Indexing view shall show the mapping properties or the relations,
and remove the other field.
Alternatively, keep both fields, so the scan operator can choose either to insert
e.g. the customer number or select the customer from a list of customer names.
2. In the Configure Archiving subprofile, mark the indexing field of an imported
relation, and click the Edit button. The Configure Field dialog box is displayed.

3. Click the More button to open the Properties for Relation Account dialog box.

4. Select the property type to be displayed in the Indexing view and the fetchlimit,
the maximal number of lines displayed for this property type in the Indexing
view.

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Note: As a default, the display property is ixos.dms:DisplayName. This is

only of use if it is maintained in the TCP application.

Note: Relations with compound mapping properties are not supported.

Relations where a key of the record to be created is inserted as a foreign key in
the related record are not supported. They are however imported because this
scenario can not always be identified by the software without knowledge of the
semantics of the data model. You must remove these fields manually in the
Configure Archiving subprofile: Mark the indexing field and click Remove.

12.3.3 Importing Livelink attributes

Attributes to be imported from the Enterprise Server must be defined in the Livelink
Administration before.

1. Click Add > Import from Livelink in the Indexing tab of the Configure
Archiving Subprofile dialog box.
2. Log in to the Enterprise Server (see “Livelink log in” on page 234). The Import
Attributes dialog box is displayed.

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3. Select the required folder, category or workflow and click the Import button.
The attributes are imported.
Notes:
• Enterprise Scan supports Unicode (UTF-8) strings for indexing values
when archiving through the Document Pipeline for LES. As a
prerequisite, the Enterprise Server must support UTF-8.
• The relevant system attributes defined by the Enterprise Server instance
are automatically imported as well. If they are not needed, delete them.
• Enterprise Scan constructs a correct indexing form when Copy is used
in Livelink ECM – Enterprise Server web interface.
• The default value for an attribute defined in Livelink ECM – Enterprise
Server can contain quote or double quote characters. The Enterprise
Scan indexing module can process such default values and initialize the
Indexing view accordingly.

12.3.3.1 Importing Records Management attributes

Enterprise Scan enables you to import Records Management attributes for indexing
and releasing to the Enterprise Server using the Document Pipeline for LES.
Prerequisite The Records Management attributes to be imported must have the Show option
checked for Add Item Page. This needs to be configured in the Enterprise Server.
See Administering the Livelink Records Management Module - Livelink Records
Management (LLESRCM-H-AGD). Enterprise Scan communicates to the Enterprise
Server through web services. Thus, the Records Management web service (version
4.2.0) needs to be installed and configured for the Enterprise Server.

To import Records Management attributes for indexing:

1. Click Add > Import from Livelink in the Indexing tab of the Configure
Archiving Subprofile dialog box.
2. Log in to the Enterprise Server (see “Livelink log in” on page 234). The Import
Attributes dialog box is displayed.

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3. Select the Include RM attributes check box.

Note: The tree view in the Import Attributes dialog box is not relevant for
importing Records Management attributes. However, you can combine
importing Records Management attributes with importing Livelink
attributes; see “Importing Livelink attributes” on page 151.
4. Click Import to import all Records Management attributes that have the
property Add Item Page from Enterprise Server.
Limitation
Enterprise Scan does not support the import of the following Records
Management fields:
• Record Type

• RSI

• Other Addressee(s)

• Update Cycle Period

• Originating Organization

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The imported Records Management attributes are mapped to the corresponding

indexing fields and are shown in the indexing mask.

Each Records Management attribute name gets an RM prefix in the indexing

field.
The additional mandatory indexing field RM:Classification is added to the
indexing mask. In the Indexing view, this field is displayed as a special field
that allows to select the Records Management classification for the current
document.
Note: Enterprise Scan does not support the import of default classification
values. If you want to use default classification values, you must enter the
values manually in the initialization script.

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See “To select the Records Management classification in the Indexing view:” on
page 155
Once the document is released from Enterprise Scan to the Enterprise Server
indirectly (using the Document Pipeline for LES), the Records Management
attributes are written to the IXATTR file for further processing of the Document
Pipeline for LES module.

To select the Records Management classification in the Indexing view:

1. Click the icon next to the Classification field.

2. Select from the Classifications drop down list how to import the classification:
Browse Classification
In the Classifications Tree, browse through all available Records
Management classifications and select one.
My Favorites
In the Classifications Tree, select a classification from the Favorites list.
User Pick List
In the Classifications Tree, select a classification from the list of
classifications that are available to the user.

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Group Pick List

In the Classifications Tree, select a classification from the list of
classifications that are available to the group.
Note: You can only select classifications of type RM Classifications defined
in Enterprise Server.

12.3.3.2 Indexing multi-row attributes from Livelink

1. Import attributes from Livelink ECM – Enterprise Server. (see “Importing
Livelink attributes” on page 151)
2. Configure the field parameters (“Configuring custom index field” on page 143)
of each attribute.
3. Open the Configure Archiving Subprofile dialog box (see “Configuring
Indexing” on page 142).
4. Mark the indexing field you want to change and click the Edit icon.

5. In the Configure Field dialog box, enter the number of rows (Count) to be
displayed initially in the Indexing view for the attribute. Minimum value is 1.
Note: The initial number at Count corresponds with the “default” value
defined for the multi-row attribute in the Livelink ECM – Enterprise
Server.

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The default value for a multi-row attribute results from the default value
definition inside the corresponding category in the Livelink ECM –
Enterprise Server. Items with index between “default” and “max” do not
have a default value because this value is not defined in Livelink ECM –
Enterprise Server.
6. Define a Maximum number of rows. Otherwise, check Locked to make sure that
the number of lines cannot be changed in the Indexing view.
7. In the Indexing view, you can add as many new rows as defined in the
parameter “max” for the respective attribute in the Livelink ECM – Enterprise
Server: Click the icon near the appropriate indexing field. Use the icon to
reduce number of rows.
Note: An overflow of the “max” number can happen, when the number of
rows added in the Indexing view exceeds the maximum available count of
rows for a multi-row attribute defined in the Livelink ECM – Enterprise
Server. The scan operator should know the “max” number of rows to avoid
this problem.

Supported attribute types

Indexing multi-row attributes is supported for the following attribute types:

Type Possible display type in the Indexing view

Date: Field
Date: Popup
Flag: Checkbox
Integer: Field
Integer: Popup
Real: Field
String: Field
String: Multiline
String: Popup
User: Field
Classification: Field

Scripting
Validation/Update scripts are triggered for every item in the array. Initialization
scripts are called just once.
The following methods/properties for Field objects are available in
Initialization/Validation/Update scripts:

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Field.Count: gets number of fields in the array

Field.Current: gets current index in the array (0-based index)
Field.GetValue(index): returns value of the field with given index
Field.SetValue(index, value): sets value of the field with given index
Field.Value: still can be used to set or get field value (first index
for arrays)

For more information about scripting, see “Scripts for indexing and archiving” on
page 273.

Multi-row attributes of type Set

As a Set can include nested multi-row attributes, Enterprise Scan can import the
first row of such a multi-row set only. However, the multi-row feature for each
individual attribute in this first row of the set is fully supported.

Limitations
Indexing of multi-row attributes is not supported
• in export script plug-ins (see “Scripts in the export phase” on page 278).
• in the Document Pipeline for LES (see “Storing documents in Livelink via
Document Pipeline (searchable PDF files)” on page 194).
• for existing archiving subprofiles. In order to use this functionality for existing
subprofiles you must re-import the indexing fields from Livelink ECM –
Enterprise Server or edit them manually in the Configure Field dialog box:
Remove the Locked checkmark and set Count and Maximum suitably.

12.3.3.3 Indexing the Livelink attribute type User

1. If the attribute User is selected in the Configure Field dialog box (see
“Configuring custom index field” on page 143), a text field similar to the one
below is displayed in the Indexing view.

2. Click the user icon to the right of the text field to open the dialog box Select
User.

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3. Select a search parameter (e.g. User Last Name) and enter a search term in the
field. Click the Find icon.
The search is performed in the Livelink ECM – Enterprise Server User
Database.
4. Select the user from the listed results.
5. Click OK to insert the selected user into the text field in the Indexing view.

12.3.4 Importing Oracle Web Service attributes

Enterprise Scan provides a feature for importing attributes from Oracle Web Service
and using these attributes for indexing.

To import Oracle Web Service attributes:

1. Click Add > Import from Oracle in the Indexing tab of the Configure
Archiving Subprofile dialog box.
The Oracle Attributes dialog box opens.
2. Open the InvoiceInfoType node.
All Oracle attributes are displayed.

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To expand all nodes, click Expand All.

To collapse all nodes, click Collapse All.
The icon indicates a simple field. Simple fields provide the attribute name, for
example billBackStatus, and, in parentheses, the data type, for example
String, and the information if the field can be used for indexing one time or
multiple times, Single or Multiple. The attribute name is used as the label for
the indexing field in the Indexing view.
The icon indicates a complex field; that means, the field contains one or more
simple or complex fields. Complex fields provide the attribute name, for
example BillBack and, in parentheses, the information if the field can be used
for indexing one time or multiple times, Single or Multiple. The attribute
name is used as the label for a group of indexing fields in the Indexing view.

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3. If you want to use a field multiple times for indexing, right-click on the
respective line.

4. Click Input Count.

5. In the Count dialog box, enter the number of times you want the field to be
displayed in the Indexing view and click Ok.
6. Repeat step 3 to step 5 for all fields you want to use multiple times for indexing.
7. Click Import.
All Oracle attributes (simple fields) are imported in the Indexing tab of the
Configure Archiving Subprofile dialog box, using the following mapping:
Name
Oracle:InvoiceInfo.<complex field name> (may be more than
one):<single field name>
Example: Oracle:InvoiceInfo.BillBack.tenant:tenantName
In case you have defined some fields to be displayed multiple times in the
Indexing view, index numbers are added to the field name.
Example:
Oracle:InvoiceInfo.attachment1:description

Oracle:InvoiceInfo.attachment2:description

Display string
<single field name>, used as label of the indexing field in the Indexing view.
Type
Data type, as indicated in the Oracle Attributes dialog box.
8. Remove the Oracle attributes you do not need from the Indexing fields.
9. To have the indexing fields grouped by complex fields in the Indexing view,
select the Group fields by sets check box.

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You can perform some editing and also scripting to the indexing fields, using
the Configure Field dialog box. See “Configuring custom index field” on
page 143 for general information.
10. In the Indexing tab, select one line and click the Edit button.
The Configure Field dialog box opens.

Important
Do not change the indexing field Name. The exact format is required to
display the fields in the Indexing view.
The value of Count and Maximum must be 1, the Locked check box
must be selected.

To configure that the field must be filled in the Indexing view before the
document can be archived, select the Mandatory check box.
In scripting, you can use the field names:
Note: For detailed information about scripting, see “Scripts for indexing
and archiving” on page 273
Example:
Fields["Oracle:InvoiceInfo.Vendor:VendorID"] = "ID25555";
Fields["Oracle:InvoiceInfo.Vendor:VendorName"] = "Open Text";
Fields["Oracle:InvoiceInfo.Vendor:taxRate"] = "20%";

For a complex field that allows multiple occurrences in the Indexing view, you
can add the index numbers along with the field name during scripting.
If you have chosen an Oracle field, for example Reason, to occur multiple times
in the Indexing view, you can reference the particular index numbers
(1/2/3/…) in scripts, like in the following example:
Example:
Oracle:InvoiceInfo.reason1.reasonCode
Oracle:InvoiceInfo.reason2.reasonCode

Example 12-2: Oracle indexing configuration and resulting Indexing view

The following screenshots show a set of Oracle indexing fields in the Indexing tab
and the resulting Indexing view.

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12.3.5 Configuring indexing for SAP

You might want to use the Open Text Document Pipeline DocuLink to archive
documents with indexing attributes for SAP. To perform indexing for SAP, the
following prerequisites have to be met:
• A customer specific table in SAP must be configured. See Open Text DocuLink for
SAP Solutions 9.6.2 - Customizing and Administration Guide (DC-CGD).
• The scan scenario must be Early R3 Indexing, see “SAP scenarios” on page 139.
• The Open Text Document Pipeline DocuLink (SCR3) must be installed. The
installation is described in section 4.1.3 "Installing Document Pipeline
DocuLink" in Open Text Document Pipelines - Installation and Upgrade Guide (AR-
IDPDP)</doc>.
• The archive mode must be configured, see section 10 "Configuring scan stations"
in Open Text Archive and Storage Services - Administration Guide (AR-ACN)</doc>.
Configuring indexing for SAP differs from the indexing configuration for TCP and
Enterprise Server, where you can simply import the indexing information. For SAP
indexing, you have to create/define the indexing fields manually. To do so, perform
the following steps:

1. Create templates via DocuLink for the IXATTR file and the COMMANDS file, using
the customer specific table in SAP. These files control the indexing and
archiving process. See “Creating templates” on page 165.
2. Adapt the pipeline script scanr3.pl. See “Adapting pipeline script” on
page 166.
3. Configure indexing information in the Configure Field dialog. See
“Configuring indexing information” on page 167
4. Add a script in the Set Document Pipelines Attributes dialog box. See “Adding
a Document Pipeline Attributes script” on page 169

Creating In DocuLink, in the Attribute objects settings dialog, you create templates for the
templates IXATTR file and the COMMANDS file. See section 11.3.1.1 "General" in Open Text
DocuLink for SAP Solutions 9.6.2 - Customizing and Administration Guide (DC-
CGD)</doc>.

To create templates for IXATTR and COMMANDS:

1. In the Attribute objects settings dialog, switch to the General tab.
2. Click the Write structure to file button ( ).
3. Choose the IXATTR and COMMANDS templates.
4. Select the destination path for the templates.

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Example 12-3: IXATTR file template

NEWDOC
R3_CLIENT ZDEMO1|MANDT|CC|%s|
ATTRIBUTES ZDEMO1|KUNDENNUMMER|CC|1234567|
ATTRIBUTES ZDEMO1|RECHNUNGSNUMMER|CC|12345678|
ATTRIBUTES ZDEMO1|DATUM|DD|19981111|
ATTRIBUTES ZDEMO1|LIEFERSCHEINNUMMER|NN|123456|
ATTRIBUTES ZDEMO1|BETRAG|CC|124444|
R3_CLIENT TOAV0|MANDT|CC|%s|ZDEMO1|
R3_SAP_OBJ TOAV0|SAP_OBJECT|CC|%s|ZDEMO1|
R3_AR_OBJ TOAV0|AR_OBJECT|CC|%s|ZDEMO1|
ARCHIVIDATTR TOAV0|ARCHIV_ID|CC|%s|ZDEMO1|
DOCIDATTR TOAV0|ARC_DOCID|CC|%s|ZDEMO1|

Example 12-4: COMMANDS file template

DOCTYPE FAX
COMP 1.pg TIFF ........
_
R3 CLIENT <SAP client name>
R3_DESTINATION <SAP system ID>
R3_SAP_OBJ <SAP object>
R3_AR_OBJ <archive object>
# optional, only necessary for user exits or automatic field entry in
SAP tables using DocuLink:
R3_TABLE_DETAILS <r3_table_name>|<DocuLink project>|<DocuLink
attribute object>

For details on automatic field entry, see section 9.3.4.3 "Automatic entry of field
values using DocuLink" in Open Text Document Pipelines - Overview and Import
Interfaces (AR-CDP)</doc>.

Adapting After installing Open Text Document Pipeline DocuLink (SCR3), the pipeline script
pipeline script file scanr3.pl is located in: %ProgramFiles%\Open Text\DocuLink Document
Pipeline 9.7.1\scripts\perl\. The change you must perform tells the script that
there is no need to run additional custom scripts for the SCR3 scenario.
Change the following lines of the scanr3.pl.
Original:
sub service {
my $docdir = shift;
my $dttype = shift;
IXOS::DTLogging::logmsg(IXOS::DTLogging::_ERROR(), "\n" .
" ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++\n" .
" ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++\n" .
" You have to replace the scanr3.pl script with a project script !!!\n" .
" ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++\n" .
" ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++\n");

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return(0, "script 'scanr3.pl' has not been replaced by a project script");

}

Changed script:
sub service {
my $docdir = shift;
my $dttype = shift;
IXOS::DTLogging::logmsg(IXOS::DTLogging::_ERROR(), "\n" .
" ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++\n" .
" ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++\n" .
" You have to replace the scanr3.pl script with a project script !!!\n" .
" ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++\n" .
" ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++\n");
#return(0, "script 'scanr3.pl' has not been replaced by a project script");
return(1, "script 'scanr3.pl' done"); # return success - no need to run additional
custom scripts
}

Configuring You configure the indexing information manually in the Configure Field dialog. For
indexing general information about this dialog, see “Configuring custom index field” on
information
page 143.
The parameters you configure for SAP indexing are transferred into an entry in the
IXATTR file. This entry has the following syntax:

ATTRIBUTES <r3_table_name>|<column_name>|<col_type>|<value>|

<r3_table_name>
stands for the name of the SAP table in which entries are to be made
<column_name>
stands for the name of the column in the SAP table <r3_table_name>.
<col_type>
stands for the data type of the <value>. The following data types are used for
SAP indexing:
CC
for character strings
NN
for character strings comprising numbers only
D2
standard date format DD.MM.[YY]YY. This is converted to database format
internally.
<value>
Stands for the value to be entered either in plain text or as a placeholder
specifying the value type (%s, %d, ...).
For further information, see section 9.3.4 "IXATTR for SAP applications/DocuLink"
in Open Text Document Pipelines - Overview and Import Interfaces (AR-CDP)</doc>.

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Important
Whenever the IXATTR file is modified in the Set Document Pipeline
Attributes script, the automatic IXATTR creation with indexing information
does not take place. In this case, you have to generate the entire contents for
IXATTR by script, yourself.

To get the desired syntax in the IXATTR file, you need to define the indexing fields in
the Configure Field dialog the following way:
Note: See also “IXATTR file template” on page 166. The ATTRIBUTES lines in
the template can help to define the fields.
Name
The field name must be <r3_table_name>:<column_name>

Important
The separator must be a colon. Otherwise indexing will fail.

Type
Your entries in the Type field in the Configure Field dialog result in values for
the <col_type> and <value> parameters in the IXATTR file, according to the
following table:
Type field <col_type> string <value> format in IXATTR
in IXATTR
String CC <input>
Integer NN <input>
Flag CC true or false

Decimal CC <input>
Time CC hh:mm:ss

Date D2 DD.MM.YYYY

DateTime CC DD.MM.YYYY:hh:mm:ss

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Figure 12-1: Indexing fields for SAP indexing

Adding a In the Set Document Pipeline Attributes dialog box (see “Configuring Document
Document Pipeline attributes” on page 181 for details), enter the following script that will be
Pipeline
Attributes script evaluated for the COMMANDS file:

Note: See also “COMMANDS file template” on page 166. The template can
help you to define the script.

Document.COMMANDS = "R3_SAP_OBJ <SAP object>\n"

Document.COMMANDS += "R3_AR_OBJ <archive object>\n"
Document.COMMANDS += "R3_CLIENT <SAP client name>\n"
Document.COMMANDS += "R3_TABLE_DETAILS <Table name>|<DocuLink
project>|<DocuLink attribute object>"

Most entries in the COMMANDS file are passed by Enterprise Scan, directly.
The entries are passed to the COMMANDS file by the Set Document Pipeline
Attributes script. By parsing the COMMANDS file, the link table information is
transferred to the IXATTR file. For a comprehensive description, see section 9.3.4.2
"Entries in SAP link tables" in Open Text Document Pipelines - Overview and Import
Interfaces (AR-CDP)</doc>.
Examples The following examples show the IXATTR and COMMANDS files generated by
Enterprise Scan with the indexing fields and the Set Document Pipeline Attributes
script, as described above:

Example 12-5: IXATTR file produced by Enterprise Scan

NEWDOC
R3_CLIENT ZDEMO1|MANDT|CC|%s|
ATTRIBUTES ZDEMO1|KUNDENNUMMER|CC|1234567|
ATTRIBUTES ZDEMO1|RECHNUNGSNUMMER|CC|12345678|

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ATTRIBUTES ZDEMO1|DATUM|D2|08.06.2009|
ATTRIBUTES ZDEMO1|LIEFERSCHEINNUMMER|NN|123456|
ATTRIBUTES ZDEMO1|BETRAG|CC|124444|
R3_CLIENT TOAV0|MANDT|CC|%s|ZDEMO1|
R3_SAP_OBJ TOAV0|SAP_OBJECT|CC|%s|ZDEMO1|
R3_AR_OBJ TOAV0|AR_OBJECT|CC|%s|ZDEMO1|
ARCHIVIDATTR TOAV0|ARCHIV_ID|CC|%s|ZDEMO1|
DOCIDATTR TOAV0|ARC_DOCID|CC|%s|ZDEMO1|

Note: A NEWINSERT entry is generated in the IXATTR file if multiple tables are
referenced in the indexing fields.

Example 12-6: COMMANDS file produced by Enterprise Scan

DOCTYPE FAX
COMP 1.pg TIFF ........
R3_CLIENT <SAP client name> (Example: 800)
R3_DESTINATION <SAP system ID> (Example: PSD)
R3_SAP_OBJ <SAP object> (Example: YAR_BEL_GH)
R3_AR_OBJ <archive object> (Example: YAR_FAX)
# optional, only necessary for user exits or automatic field entry in
SAP tables using DocuLink:
R3_TABLE_DETAILS <r3_table_name>|<DocuLink project>|<DocuLink
attribute object>

Note: For details on automatic field entry, see section 9.3.4.3 "Automatic entry
of field values using DocuLink" in Open Text Document Pipelines - Overview and
Import Interfaces (AR-CDP)</doc>.

12.3.6 Assigning third party libraries

You can add a reference to third-party libraries (*.dll).
Note: Only .NET assemblies are supported (see “Scripts for indexing and
archiving” on page 273).

1. To open this window, click the References button in the Indexing tab of the
Configure Archiving Subprofile dialog box.

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2. Click the Browse button to select the *.dll file in the file system.
The *.dll file is displayed in the Path field.
3. Click the Add button. The *.dll file is listed in the Referenced assemblies
field.
4. Confirm your configuration with the OK button.

To solve a .NET Framework permission problem:

The following scenario will produce a .NET Framework error:
1. In any of the scripting hooks, reference a *.dll from the network.
2. Write a script that accesses the *.dll and click OK.
3. Access the global script from the processing or archiving subprofile.
A .Net Framework error message, similar to the following, is displayed.

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Reason Network shares get LocalIntranet permissions only, by default.

Solution The easiest workaround is to copy the required *.dll to the <InstallDir>/bin
directory of Enterprise Scan. Otherwise use the extended configuration of your local
.Net Framework to elevate permissions for selected file shares. To do so, use
CasPol.exe, for example.

Example 12-7: Elevating permissions for selected file shares using CasPol.exe
Use CasPol to fully trust some shares that you control and that you know are safe.
However, due to the CasPol syntax, the command to trust shares is not immediately
obvious. To trust everything on the share \\FS01\Tools, use the following
command:
CasPol.exe -m -ag 1.2 -url file://\\FS01/Tools/* FullTrust

Parameter explanation
-m
Modify the machine level of the policy. This is needed, since the machine level is
where all of the default policy lives.
-ag 1.2
Add a code group under group 1.2. In the default policy, group 1.2 is the
LocalIntranet group, so the new code group that you are creating will only be
checked if the file comes from the Intranet.
-url file://\\FS01/Tools/*
Set the membership condition for the new code group as an UrlMembership
condition. It should match anything with a URL that starts with

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file://FS01/Tools, meaning that any file on the \\FS01\Tools share will

match this code group.
FullTrust
Set the permission to grant to assemblies that match the code group. In this case,
FullTrust.

12.3.7 Field areas

For every indexing field, you can assign a rectangular zooming area that will be
displayed in addition to the full page view.

1. To open this window, click the Field areas button in the Indexing tab of the
Configure Archiving Subprofile dialog box.

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2. Navigate to the document page that is representative for the documents that
should be processed with this profile.
3. Click the Add button. A rectangle is added to the page and a new row is added
to the List of rectangles tab.
4. Move the rectangle to the correct position and define the size.

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5. Select the index field for which this area is valid in the list box of the Indexing
field column.
6. Confirm your configuration with the OK button.
Note: The rectangular area is automatically displayed in the Index Item
view when the input focus is in the corresponding index field in the
Indexing view.

12.4 Configuring a Pre-Archive script

In the archiving subprofile, you can write a Pre-Archive script that is called once per
export session. Every time the end user confirms the Archive command, the script
gets executed before the documents are passed to the export flow. For an example
how to use the Pre-Archive script, see “Example: To access document attributes and
conditionally cancel archiving:” on page 175.

To configure a Pre-Archive script:

1. In the Profiles toolbar, select Configure Archiving.
The Configure Archiving Subprofile dialog box opens.
2. Select the Pre-Archive Script tab and click the Edit button.
The Configure Pre-Archive Script dialog box is displayed.
3. Write the script in the Script field.
Use the buttons Load, Save and Compile to open, store and test the script.
The following additional buttons are available:
References
Use this button to add a reference to third party libraries, see “Assigning
third party libraries” on page 170.
Open Global Function Depot
Use this button to open the Global Function Depot where you can collect all
your Enterprise Scan scripts. See “Global function depot” on page 280.

Example: To access document attributes and conditionally cancel archiving:

1. Assume you have five document with the following attributes on the stack:
# Index Pages Batch
1 IND01 3 B01
2 IND02 3 B02
3 IND03 1
4 IND04 1 B01

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# Index Pages Batch

5 IND05 1

2. In the Configure Pre-Archive Script dialog box, add <Enterprise Scan

Home>\bin\ScanDocumentModel.dll to the References.

3. Add the following script to the Configure Pre-Archive Script dialog box:
import System.Collections;
import Ixos.Scan.DocumentModel;

var selectedDoc:IDocumentSelection;
var doc:IDocument;
var strTotalDoc:String;
var strSelectedDoc:String;
var i:int;

try
{
strTotalDoc = "Total no:of Documents in the stack =
"+Application.DocumentStackCount+"\n";

strSelectedDoc = "Total no:of documents for

archiving="+Application.DocumentCount+"\n";

selectedDoc = Application.ArchivingDocuments;

for(i = 0; i<selectedDoc.Count; i++)

{
var strIndex:String;
var strGroup:String;

doc= selectedDoc[i];
strIndex = doc.DocumentIndex;
strGroup = doc.Group;

strSelectedDoc=
strSelectedDoc+"Doc"+i.ToString()+"\n";
strSelectedDoc= strSelectedDoc+"Index
="+doc["Index"]+","+"Group ="+doc["Group"]+","+"Pages
="+doc.PageCount.ToString()+","+"Batch="+doc.ScanBatch+"\n";
}
var strOutput:String;
strOutput=
strTotalDoc+"*********************************\n"+strSelectedDoc;

if(MessageBox.Show(strOutput+"\n"+"Do you want to

archive?\n","Archiving
details",MessageBoxButtons.YesNo)==DialogResult.No)

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{
Application.StopArchivingSilent = true;
}

}
catch(Exception)
{
MessageBox.Show("Exception caught");
}

4. Select documents 2, 3 and 4.

Click Archive and confirm in the Archive Documents dialog box.
The following Archiving details dialog box is displayed.

5. Now, click Archive All and confirm in the Archive Documents dialog box..
The following Archiving details dialog box is displayed.

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12.5 Configuring archiving

In the Archiving tab, you can define the steps that have to be performed before the
archiving and the archiving targets.

1. Click on the respective subprofile button in the Profiles toolbar.

The Configure Archiving Subprofile dialog box opens.
2. Select the Archiving tab.

3. Select the operations and click the Add button.

The operations are listed in the Flow field.
4. Correct the order of the operation in the Flow field with the buttons Up and
Down.
Note: The document processing operations must be performed before the
document export operations.
5. Select the respective operation in the Flow field and click the Configure button
to define the properties of the operation:
Operation group Operation Description
Document process- Add Document At- Allows a modification of the index-
ing tributes ing information for the document by
using a .NET script. See “Adding
document attributes” on page 179.
Delete Marked Pages Deletes the pages that are marked for
deleting. See “Configuring deletion
of marked pages” on page 180.
Set Document Pipe- Defines attributes for the Document
line Attributes Pipeline. See “Configuring Document
Pipeline attributes” on page 181.

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Operation group Operation Description

Document export Capture Center Exports documents to Open Text
Capture Center for OCR, its valida-
tion and archiving. See “Exporting to
Open Text Capture Center” on
page 181
Document Pipeline Archives the documents to Livelink
for Oracle Applica- ECM – Enterprise Server and stores
tions attributes in Oracle Web Service. See
“Archiving through the Document
Pipeline for Oracle Applications” on
page 184.
Document Pipeline Stores the documents of Livelink
for Livelink ECM – Enterprise Server via a docu-
ment pipeline. This has the advan-
tage that you can render the docu-
ment, use OCR etc. See “Storing
documents in Livelink via Document
Pipeline (searchable PDF files)” on
page 194.
Document Pipeline Archives the documents on Open
for SAP Text Archive and Storage Services.
See “Archiving through the Docu-
ment Pipeline for SAP or TCP” on
page 185.
Document Pipeline Archives the documents on Open
for TCP Text Archive and Storage Services.
See “Archiving through the Docu-
ment Pipeline for SAP or TCP” on
page 185.
External Storage Stores the documents for data ex-
change. See “Storing to external stor-
age” on page 189.
Livelink Stores the documents on Livelink
ECM – Enterprise Server. See
“Storing in Livelink” on page 190.

12.5.1 Adding document attributes

You can add a script to modify the document indexing information before
archiving.

To configure additional document attributes:

1. Add Add Document Attributes to the Flow list and click the Configure button.

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2. Write the script in the Script field.

Use the buttons Load, Save and Compile to open, store and test the script.
The following additional buttons are available:
References
Use this button to add a reference to third party libraries, see “Assigning
third party libraries” on page 170.
Open Global Function Depot
Use this button to open the Global Function Depot where you can collect all
your Enterprise Scan scripts. See “Global function depot” on page 280.

For details on scripting, see “Scripts for indexing and archiving” on page 273.

12.5.2 Configuring deletion of marked pages

You can delete previously marked pages automatically before the document is
archived.

1. Add Delete Marked Pages to the Flow list and click on the Configure button.
2. Select the marker type:
• delete for the Delete Marker

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• quality for the Bad Quality Marker

• default for the Bookmark Marker

The Default marker is the Delete Marker.

3. Click on the OK button.

12.5.3 Configuring Document Pipeline attributes

You can add a script to define attributes of the Document Pipeline. For example, you
can add some extra entry into the IXATTR file and the COMMANDS file that will be
generated while archiving using the document pipeline.

To configure Document Pipeline attributes:

1. Add Set Document Pipeline Attributes to the Flow list and click the Configure
button.
The Set Document Pipeline Attributes dialog box opens.
2. Write the script in the Script field.
Use the buttons Load, Save and Compile to open, store and test the script.
The following additional buttons are available:
References
Use this button to add a reference to third party libraries, see “Assigning
third party libraries” on page 170.
Open Global Function Depot
Use this button to open the Global Function Depot where you can collect all
your Enterprise Scan scripts. See “Global function depot” on page 280.

For details on scripting, see “Scripts for indexing and archiving” on page 273.

12.5.4 Exporting to Open Text Capture Center

Note: Enterprise Scan introduces an export feature to Open Text Capture
Center to perform OCR operations on the documents.

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When exporting documents to Open Text Capture Center, OCR, its validation and
archiving are delegated to Capture Center. The images and their attributes are
stored for handover in a shared directory. After receipt, Capture Center removes the
stored files from the shared directory.
In regular configurations, the path to the shared directory has the following syntax:
\\<server name>\OpenTextCaptureCenterData\<profile name>

This directory is created and configured by Capture Center. If the directory does not
exist, the export from Enterprise Scan will fail with an error message. To avoid this,
configure Capture Center first and make it ready for document import. Afterwards,
proceed with the configuration in Enterprise Scan.

To configure the export to Capture Center:

1. Add Capture Center to the Flow and click the Configure button. The Configure
Export to Open Text Capture Center dialog box opens.

2. Configure the connection parameters:

Server
Enter the server name
Profile
Enter the profile name.
Custom directory
If the path does not match the syntax above, select this check box and enter
the directory in the Directory field.
Tip: You can use this for evaluation on a single computer so that you
can specify any local directory.

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Additional content that is transferred to Capture Center

In addition to the scanned images, text information is exported to Capture Center by
fields. See the following table.

Field name Value Comment

_SCAN_HOST <Computer name> The scan station’s computer
name
_SCAN_USER <User name> The scan operator’s login
name
_SCAN_TIME <Date and time> Date and time of scanning
Example:
2010-03-23 12:40:09Z

_SCAN_INDEX <Document index> The document index

_SCAN_BATCH <Batch name> The batch name is determined
by processing or user.
_SCAN_FOLDER <Folder name> The folder name is deter-
mined by processing or user.
_SCAN_GROUP <Group name> The group name is deter-
mined by processing or user.
_SCAN_BARCODE <Barcode type>:<Barcode value> A document may contain
more than one barcode. Addi-
Example: tional barcodes are stored as
Code39 Standard:6505A256 alternatives.
_SCAN_BARCODE2D <2D barcode type>:<2D barcode A document may contain
value> more than one 2D barcode.
Example: Additional 2D barcodes are
Data stored as alternatives.
Matrix:307043007002991022
5100000

_SCAN_PATCHCODE <Patchcode name> A document may contain

Example: more than one patchcode.
Patch VI Additional patchcodes are
stored as alternatives.
<Indexing field name> <Indexing field value> The indexing field name is
Example: Example: specified by indexing configu-
Location Waterloo ration dialog. See the note be-
low.

Note: Field names of Capture Center must be XML compliant element names.
Enterprise Scan does not implement this restriction so that indexing field
names can be configured that are not valid in Capture Center.
If you use invalid field names, the export to Capture Center will fail. So, ensure
that indexing field names match the following regular expression:

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<Indexing field name> := [_a-zA-Z][-_.0-9a-zA-Z]{0,99}

See also “Regular Expressions” on page 301.
Validation and When Enterprise Scan is waiting for response from the server, the following dialog
Archiving box appears. It closes automatically in case of success.

12.5.5 Archiving through the Document Pipeline for Oracle

Applications
In this scenario, documents are written directly to the desired logical archive on the
Archive Server by means of the Document Pipeline for Oracle Applications.
Additionally, documents are released to Livelink ECM – Enterprise Server. Indexing
attributes are stored in Oracle Applications through Oracle Web Service.
Prerequisite To use the Document Pipeline for Oracle Applications, you must configure the
Livelink Document Pipeline location. See “Administration Server and Document
Pipeline” on page 231. In the Configure LEA Administration Server and Livelink
Document Pipeline location dialog box, configure the Document Pipeline section,
only.

To configure the Document Pipeline for Oracle Applications:

1. Add Document Pipeline for Oracle Applications to the Flow and click the
Configure button. The Configure Export To Oracle dialog box opens.

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2. Configure the following parameters for the export to Oracle Web Service:
Web Service End Point
Enter the Web Service URL where the Document Pipeline for Oracle
Applications connects for communication about attributes/field release.
Example: http://<server address>/orabpel/AP_V01_01/-
OTOS_AcceptScannedInvoice/1.0?WSDL

Use Http Authentication

Use Web Service Authentication
As the current implementation does not use any of these authentication
methods, ignore these parameters.
3. To configure the Document Pipeline for Livelink, click the Configure Content
Server button. See “Storing in Livelink” on page 190.
4. Click OK to save your settings.

12.5.6 Archiving through the Document Pipeline for SAP or

TCP
The Document Pipeline for SAP is an export module for SAP solutions, including
support of attributes.
In this scenario, documents are written directly to the desired logical archive on the
Archive Server by means of the Document Pipeline. The connection from Enterprise
Scan to the Document Pipeline is either established by RPC, using a file system, or
by HTTP/HTTPS, without a local pipeline, see “Remote Pipeline” on page 187.
Information about the document - the document ID and the archive ID - is sent to
the leading application and assigned to the specific business data of the leading
application.

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Important
For all archiving scenarios using Document Pipeline, an archive mode must
be configured in Open Text Administration and selected in the Archiving
subprofile on the Enterprise Scan workstation.

To configure the Document Pipeline for SAP or TCP:

1. Add Document Pipeline for SAP or Document Pipeline for TCP to the Flow
and click the Configure button. The Configure Document Pipeline dialog box
opens.

2. Configure the document pipeline, using the following parameters:

Archive server
Displays the name of the Archive Server to which you are connected.
Archive mode
Select the desired archive mode from the list of archive modes. These archive
modes are configured on the connected Archive Server. If the required
archive mode is not available on the list, ask your Archive Server
administrator to create and assign it to the scan station in Open Text
Administration.
Click the Details button to view the configuration properties of the selected
archive mode (see “Archive (Document Pipeline) Details” on page 188).
Enterprise Scan always uses the Document Pipeline specified in the archive
mode.
Note: Archive modes are automatically downloaded from the
connected Archive Server each time Enterprise Scan starts. If you
change the Archive Server in the Tools menu - LEA Administration
and Pipeline, the archive modes from this server will not be available.
Restart Enterprise Scan to update the archive modes.

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DMS Doctype
This setting is only needed for the Document Pipeline for TCP.
Select the document type that should be used. This document type was
configured by the Document Modeler and stored on the Open Text TCP
Context Server. This should be one of the record types imported in indexing.
The entered value is written into COMMANDS file under the DMS_DOCTYPE key.
Note Format
Enter the placeholders for a note. During archiving, the placeholders are
replaced with actual values and the note is stored together with the
document. The note can contain a note that was sent by the leading
application. For a list of valid placeholders, refer to “Placeholders for Notes”
on page 297.
Default Note
You can enter a note here if a note is not specified by the leading application.
Details
If you click this button, the details of the archive settings as defined in the
Archive Server are displayed (see “Archive (Document Pipeline) Details” on
page 188).
Advanced
Click the button to adjust the output file format as described in “Advanced
settings for archiving” on page 196.

12.5.6.1 Remote Pipeline

Enterprise Scan supports remote document pipelines that use HTTP. Unlike the
locally installed Document Pipelines, the Remote Pipeline offers the following
features:
• It is installed on a separate computer.
• It is accessed via HTTP or HTTPs, instead of RPC and file system.
• It pushes the scanned images to the individual pipelines, for example the
Document Pipeline for SAP.

To configure the Remote Pipeline:

1. As archive administrator, open the Open Text Administration, Archive Modes
tab.

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2. In the Pipeline host panel, select the Connect to Pipeline radio button.
3. Set the protocol (HTTP or HTTPS), the pipeline host and the port.
See section 10.3 "Archive mode settings" in Open Text Archive and Storage
Services - Administration Guide (AR-ACN)</doc> for details.

Note: Enterprise Scan always uses the Document Pipeline specified in the
archive mode. If there is no Remote Pipeline specified in the archive mode or
no archive mode is found, the local pipeline is used.

12.5.6.2 Archive (Document Pipeline) Details

In the Configure Document Pipeline dialog box, click the Details button to display
Archive and Remote Pipeline settings.

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The following properties are displayed:

Archive Settings
Displays the settings for the selected archive mode. These settings are defined in
the Open Text Administration in the Archive Modes tab. See section 10.3
"Archive mode settings" in Open Text Archive and Storage Services - Administration
Guide (AR-ACN)</doc> for details.
Remote Pipeline
Displays the settings for the Remote Pipeline, if a Remote Pipeline is configured.
These settings are defined in the Open Text Administration in the Archive
Modes tab. See “Remote Pipeline” on page 187 and section 10.3 "Archive mode
settings" in Open Text Archive and Storage Services - Administration Guide (AR-
ACN)</doc> for details.

12.5.7 Storing to external storage

If you have chosen to archive documents to External Storage, the documents and
their group structure are stored in the file system (e.g. on hard disk on the
Enterprise Scan computer, or in a network directory), but not on the Archive Server.
Note: When storing to External Storage, no indexing values are retained. This
is because the indexing form on a different computer might be different.
For further information on External Storage, see “Configuring external storage” on
page 76.

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Directory
Enter or select the directory for the External storage where the scanned
documents will be stored.
Name
Enter a meaningful name here.
Archive ID
Specify an archive name where the documents are to be stored later on the
Archive Server.
Conditions
Here, you can specify any conditions that must be met in order to store the
documents in External Storage:
• Barcode: A barcode must exist.
• Endorser: Only documents with a stamp are stored.
• Group: The documents must belong to a group.

12.5.8 Storing in Livelink

For an overview on the Livelink scenario, refer to “Indexing and archiving
scenarios” on page 137. To configure this scenario, you define the Livelink ECM –
Enterprise Server and the folder to which the documents will be passed.
Add Livelink to the Flow and click on the Configure button. The Configure Export
to Livelink dialog box opens.

12.5.8.1 Document tab

1. Open the Document tab.

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Root
The folder path from Livelink where the files will be archived. The browse
dialog box enables you to select from folder hierarchies in the Category
depot in Livelink.
Dynamic Folder
Specifies the path to the folder where the files will be archived. Use the
Insert button to define a pattern, e.g. <INDEX><GROUP><USER><COMPUTER>.
The pattern will be replaced with the real values during archiving.
To define a folder hierarchy, use the ":" as a separator. Each colon (":")
specifies a new directory level.
Document Name
Specifies the document name. Use the Insert button to define a pattern, e.g.
<INDEX><GROUP><USER><COMPUTER>. The pattern will be replaced with the
real values during archiving.
Notes:
• Some characters are not valid in a document name; therefore, ensure
your selection in this dialog box does not generate invalid
characters. For a list of invalid characters, see the Enterprise Server
documentation.
• Enterprise Scan supports Unicode for folders and documents with
multilingual names while archiving (for example Chinese, Japanese,
Arabic, Latvian). As shown in the screenshot, you can choose and
specify multilingual folders and file names. The same multilingual
names will be created or updated in Livelink.

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Create new version if already exists

Check this option if you want to create a new version of an existing
document. If the document does not exist, a new document will be created. If
this option is not checked and a document with the same name already
exists, the archiving will be aborted.
Advanced
Use this button to define advanced archiving settings (see “Advanced
settings for archiving” on page 196).
2. Select the target folder on the Enterprise Server in the Root field:
a. Click on the Browse button. The Log in dialog box opens.
b. Enter your User name and Password, and click the Connect button. The
Select Folder dialog box opens.

Note: Enterprise Scan supports folders with different types of

languages (for example Chinese, Japanese, Arabic, Latvian, see
screenshot). Multilingual support is also provided for archiving using
the Document Pipeline for LES.
c. Select the target Livelink folder. If you need a new folder, click on the Add
button and enter the folder name.

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Important
• All folders with at least READ permission are listed. Make sure
that the selected folder has the sufficient rights for archiving.
Otherwise archiving will not be possible.
• If you log in as a user without Administrator privileges, you are
only entitled to archive into your Personal Workspace in the En-
terprise Server. However, you can bypass this restriction by us-
ing anonymous submission. See “Document Pipeline for LES
9.7.0: impersonate vs. anonymous submission” on page 238 for
details.

d. Confirm with the OK button. You return to the Document tab.

3. Define the patterns for the Dynamic Folder and the Document Name.
4. Click on the Advanced button to adjust the output file format as described in
“Advanced settings for archiving” on page 196.
5. Click on the OK button.

12.5.8.2 Livelink Workflow tab

1. Open the Livelink Workflow tab.

2. Check the Start workflow option.

3. Define how you want to attach the documents to the workflow in the Attach a
document as fields.

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4. Click the Browse button to select the Workflow Map.

5. Define the patterns for the Workflow Folder.
6. Click on the Advanced button to adjust the output file format as described in
“Advanced settings for archiving” on page 196.
7. Click on the OK button.

12.5.9 Storing documents in Livelink via Document Pipeline

(searchable PDF files)
You can generate searchable PDF files using the Open Text Rendition Server
(Rendition Server), formerly known as Livelink ECM - Archive Rendition Services.
Notes:
• Software and licenses for Open Text Rendition Server must be purchased
separately. Contact your Open Text Sales Representative.
• The Document Pipeline for LES must be installed.

To configure storing searchable PDF files via Document Pipeline for Livelink:
1. Configure a new archiving profile (see “Configuring archiving” on page 178).
2. In the Configure Archiving Subprofile dialog box select the document export
operation Document Pipeline for Livelink and click the Add button.
The operation is listed in the Flow field.

Important
The Document Pipeline for Livelink has to be always the last plug-in in
the flow.

3. Select the Document Pipeline for Livelink operation in the Flow field and click
the Configure button to define the properties of the operation:

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Use rendering server

Check this option if you want to render the archived documents to PDF
format.
Note: If you use the rendering server, the Advanced button in the
Configure Export to Livelink dialog box is disabled. The output file
format is set to the default value TIFF.
Rendering profile
Enter the rendering profile that you have defined on the Rendition Server.
For details refer to Open Text Rendition Server - Installation and Administration
Guide (RS-IGD).
Configure
The Configure Export to Livelink dialog box opens.
Define the settings for the Livelink export, see “Storing in Livelink” on
page 190.
4. Confirm the settings with the OK button.
From now on all documents archived with this scenario are rendered to PDF
format.

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12.5.10 Advanced settings for archiving

You can define the Output File Format, OCR Options, Color Images Quality
settings, and TIFF Encoding Settings for the archived document.

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Important
If you want to use the output formats PDF/A (image), PDF (text), and
PDF/A (text), the following prerequisites must be fulfilled, dependant on the
Document Pipeline you want to use. This is necessary for the OCR doctool
to work.
OCR doctool
The OCR doctool DT_OCR.msi (available at
https://knowledge.opentext.com/go/14710919) must be installed. This
applies for all Document Pipelines.
Document Pipeline Base 9.7.1
Patch DPL-0971-037 must be installed if you want to use any of the
following Document Pipelines.
Document Pipeline for LES 9.7.0
Patch 003 must be installed.
Document Pipeline SAP 9.7.1
Patch DPL-0971-039 must be installed.
Document Pipeline DocuLink 9.7.1
Patch DPL-0971-038 must be installed.
The OCR doctool is currently not supported when using the Document
Pipelines for TCP.

Output File Format

TIFF, JPEG, JPEG2000
TIFF documents containing more than one page should be handled as multipage
TIFF files. Therefore, select the TIFF documents as multipage files check box.
Otherwise, each page of the document will be stored as a single file. TIFF with
JPEG compression (colored TIFF) images are also supported.
Note: If you select TIFF as output file format, you can enable TIFF
compression 6 mode by selecting the Use TIFF compression 6
(Compatibility Mode) check box. By default, Enterprise Scan uses the
newer TIFF compression 7.
PDF (image)
Enterprise Scan releases the documents to the pipeline as a multipage TIFF. The
pipeline then converts the TIFF into PDF. You can read the archived files by
using the Acrobat Reader, but you cannot search for text in these files.
PDF/A (image)
Enterprise Scan releases the documents to the pipeline as a multipage TIFF. The
OCR doctool then converts the TIFF into PDF/A. You can read the archived files
by using the Acrobat Reader, but you cannot search for text in these files.
The PDF/A (image) output format complies with the PDF/A-1b standard.

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PDF (text), PDF/A (text)

Enterprise Scan releases the documents to the pipeline as a multipage TIFF and
includes all parameters required for the OCR operation. The OCR doctool then
converts the TIFF into PDF or PDF/A. You can search for text in these files.
You can set some options for the OCR operation in OCR Options.
The PDF/A (text) output format complies with the PDF/A-1b standard.
OCR Options
This area is only enabled if you select the PDF (text) or PDF/A (text) output
format.
Language
Select the language from the list. The recognized characters must have the
same character set as the selected language. To allow less strict rules for the
OCR operation, select Extend the OCR to recognize special symbols and
characters.
Extend the OCR to recognize special symbols and characters
Select this check box to also recognize special symbols (like $, #, %, ^) and
characters from foreign languages, for example German umlauts if you have
selected English language. In effect, the OCR operation will recognize more
strings.
Note: Open Text recommends to select this check box.
Note: Depending on the number of pages, resolution, color depth and page
size, archiving of a document may take some minutes.

12.5.11 Connector for Livelink Barcode Module (Contract

Lifecycle Management)
Contract Lifecycle Management (CLM) must be deployed inside the scripting of
Enterprise Scan. In combination with CLM, you can use Open Text Rendition Server
(Rendition Server), formerly known as Livelink ECM - Archive Rendition Services,
to store scanned documents as searchable PDF files in the Livelink ECM – Enterprise
Server using the Document Pipeline. As prerequisites, the following modules must
be installed:
• Livelink ECM – Enterprise Server 9.5 SP1 or higher (up to 9.7.1)
• Contract Lifecycle Management 2.1
Notes:
• Software and licenses for Open Text Rendition Server must be purchased
separately. Contact your Open Text Sales Representative.
• The Document Pipeline for LES must be installed.
• In the scripting level, CLM is referenced by the term ContractManagement.

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CLM – Basics The CLM solution enables you to mix electronic and scanned documents on Livelink
ECM – Enterprise Server. CLM consists of a number of loosely coupled components.
The relation between components is implemented by means of barcode technology.
How does it CLM contains a module that, on user request, creates a placeholder for a document
work? inside the directory structure of Livelink ECM – Enterprise Server. The user request
is triggered by selecting the menu item Print Barcode inside the pop up menu for a
folder object. The placeholder for the document and the path to that location is then
associated with a barcode value. Enterprise Server generates a cover letter that
includes information about the document and barcode. The cover letter is printed
and associated with the document. Later the cover letter is scanned with the
document body using Enterprise Scan and processed accordingly. The barcode is
recognized and used for document creation (Separate by barcode) as well as for
connection with the CLM module and conversion of the barcode value to the tuple
(name, path) or (name, volID|nodeID). To connect with the CLM module hosted by
Enterprise Server, a script is necessary, see “Sample Script” on page 202.

To configure storing searchable PDF files with the CLM solution:

1. Configure a new archiving profile (see “Configuring archiving” on page 178).
2. In the Configure Archiving Subprofile dialog box, select the Document
processing operation Add document attributes and click the Add button.
The operation is listed in the Flow field.
The ContractManagement module is deployed in a script inside Add document
attributes. The script adds two document attributes: folder_structure and
document_name. Both attributes are later used in the Document Pipeline for
Livelink plug-in.
3. In the Configure Archiving Subprofile dialog box, select the document export
operation Document Pipeline for Livelink and click the Add button.
The operation is listed in the Flow field.

Important
The Document Pipeline for Livelink has to be always the last plug-in in
the flow.

4. Select the Document Pipeline for Livelink operation in the Flow field and click
the Configure button to configure the document format conversion.
The Configure Document Pipeline for Livelink dialog box opens.
Use rendering server
Select the check box to request the connection to Rendition Server.
Note: If you use the rendering server, the Advanced button in the
Configure Export to Livelink dialog box is disabled. The output file

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format is set to the default value TIFF. Rendition Server will process the
TIFF images and convert them into searchable PDFs.
Rendering profile
Enter the name of the profile that is used for document conversion. For
details about Rendition Server profiles, refer to Open Text Rendition Server -
Installation and Administration Guide (RS-IGD).
5. Click the Configure button to determine the location in Livelink ECM –
Enterprise Server for the processed documents.

Root
Define the start location in Livelink ECM – Enterprise Server. You can re-
strict access to folders in either Enterprise or Personal workspace. This con-
figuration option must correspond to the home position in Livelink. This
configuration element controls the root whether or not the user requested
another root.

Important
Users can issue the request from within personal workspace.
However, the settings might override the root to the Enterprise
workspace and thus install an awkward situation.

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Dynamic Folder
Provide the name of the attribute that has been defined in the plug-in Add
Document Attributes. The syntax is <attribute name>. Mind the symbols “<”
and “>” surrounding the attribute name. Without surrounding symbols, the
string is handled as a normal string. The surrounding symbols force
processing to handle the value as the name of an attribute. The release
process then replaces the attribute name by the attribute value.
The Dynamic Folder can be represented either by a path string or by a
combination volID|nodeID. All information is extracted using the Add
Document Attributes script. The script calls CLM modules at Enterprise
Server and requests conversion from the detected barcode to the four items
fully characterizing the document inside Enterprise Server.
Document Name
Provide the name of the document. Like for the Dynamic Folder, the
document name is dynamically created based on the value of the attribute
<document_name>. The attribute is defined inside the Add Document
Attributes plug-in.
Create new version if already exists
Select this check box to automatically generate a new version, if the docu-
ment already exists. If this check box is not selected, it prevents the release
module from creating a new version automatically.

Important
Unlike the direct release to Livelink scenario (see “Storing in Livelink”
on page 190), ContractManagement does not support any other
connection than native Livelink (typically port 2099). This scenario does
not support HTTP or HTTPS.

6. Click the OK button to confirm the settings.

ContractManagement module reference

The Barcode Module for CLM, in combination with the scripting plug-in inside
Enterprise Scan constitutes technical means for releasing scanned documents in
selected location inside Enterprise Server. The barcode technology provides reliable
business standards for tagging documents intended for automated processing.
ContractManagement Namespace
Container for the class that implements the remote access to functions that
extend the LAPI functionality for the CLM scenario.
BARCODE Class
A proxy object that serializes/de-serializes the extended LAPI calls. It can handle
only LAPI extensions implemented for ContractManagement.

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ContractManagement.BARCODE
BARCODE. GetDataForBarcode Method
Get the designation for the document reserved in Livelink ECM – Enterprise
Server. The designation consists of path, document name, volID, and nodeID.
The parameter is a barcode recognized for the document.
Public int GetDataForBarcode( int barcode, LLValue ret);

Parameter
int: integer value of a recognized barcode. This value is always used as
document index unless user overrides the settings.
LLValue: reference to data container. The data structure contains the following
items:
path
path to the document in Livelink ECM – Enterprise Server
docname
document name for the released document
volID
volume ID
nodeID
node ID
Return Value
Return error code. Zero means OK, other values represent failure.
Sample Script
// ATTENTION: This sample demonstrates the use of the Extended
LAPI function.
// The sample utilizes the existing functionality of
EnterpriseScan. Therefore
// the workspace needs be inserted before the scanning is carried
out. The workspace
// definition is part of EnterpriseScan configuration and cannot
be dynamically
// processed.

import Ixos.Scan.Extension.Livelink
import com.opentext.api
import ContractManagement
import System.Windows.Forms

var index: int = Document["Index"];

var session: LLSession = null

// credentials are managed by EnterpriseScan - the login

persistency

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// by accessing the SessionManager object Scan provides the LL

login dialog in case that
// session manager does not have the up-to-date access token
available.
// the SessionManager is persistent for the entire run of
EnterpriseScan

var getCredentialsSession: ILapiSession = SessionManager.Session

// initialize the real LAPI session used by the script, use

credentials from getCredentialsSession
// save the session if we have not already done so, we can the
recycle it in other scripts within this profile

if(Context.Contains("lapisession"))
{
session = LLSession(Context["lapisession"])
} else {
session = new LLSession( getCredentialsSession.Server,
getCredentialsSession.Port, "", getCredentialsSession.Username,
getCredentialsSession.Password, null )
Context["lapisession"] = session
}

// reserve the return value container

var bcData: LLValue = (new LLValue()).setAssocNotSet();

// Instanciate the LAPI extension

var cm: BARCODE = new BARCODE(session);

// Call LAPI Extension

var status:int = cm.GetDataForBarcode(index, bcData);

// process the result ...

if( status == 0 )
{

Fields.SetString("node", bcData.toString("nodeID") + "|" +

bcData.toString("volID"));
Fields.SetString("folder_structure", bcData.toString("Path"));
Fields.SetString("document_name",
bcData.toString("docname"));
Fields.SetInt("0:Barcode", index);
}
else
{
Application.ErrorMessage = "The barcode " + index + " was
not found in LES. Skipping this document.";
Application.StopArchiving = 1;
}

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12.5.11.1 Using IDs instead of path to reference an Enterprise Server

location
A folder in Livelink ECM – Enterprise Server might get renamed. This will lead to
trouble because Enterprise Scan specifies the path for archiving in Enterprise Server
by folder names. In case one of the specified folders gets renamed, archiving is no
longer possible unless the folder name is corrected in the archiving profile. The
profile needs to be corrected on any scanning station.
Additionally the CLM solution supports virtual folders, which cannot be
represented by a liner chain of folder names.
The Document Pipeline for LES provides a solution for this problem: using volume
ID and node ID instead of the path to reference a location in the Enterprise Server.
To use this solution, it is necessary to add two new registry keys in
HKLM\SOFTWARE\IXOS\IXOS-ARCHIVE\DT_DOCTOLES:

LLCATEGORY4FOLDERS = [0|1]
0: The category is assigned to the document only. New default behavior.

1: The category is assigned to all dynamically created objects (folders and

documents). Former default behavior.
LLNOFOLDERSBUTIDSINSTEAD = [0|1]
0: The doctool expects the standard path submitted by Enterprise Scan. The path
must consist of regular folders only, no other container objects (for example
projects or discussions) are allowed.
1: The location is fully characterized by volume ID and node ID.

This configuration option imposes changes in the export module configuration in

Enterprise Scan. The interface to Contract Lifecycle Management has been extended
and the function GetDataForBarcode(index, bcData) provides a structure
containing four string variables:
• nodeID
• volID
• Path
• Docname
The first two are freshly added. The configuration of the export module must be
adapted. There is a field Dynamic path in the dialog Configure Export to Livelink.
This field should contain the dynamic attribute that is populated in the script Add
document attributes. The script must format the dynamic attribute in the
following way:

my_attribute = nodeID|volID

Example:

Fields.SetString("my_attribute", bcData.toString("nodeID") + "|" +

bcData.toString("volID"));

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Note: Mind the specific formatting of the tuple (nodeID, volID). The pair must
be always provided as one string, where the nodeID value is separated from
the volID value by the symbol “|”.
The attribute is then parsed by DOCTOLES and processed accordingly.

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 Part 3
Administration tasks
Chapter 13
Customizing workstation options
In Enterprise Scan, you can set parameters that are valid for the current user and all
of his or her profiles and subprofiles.

1. In the Tools menu, click Workstation Options.

2. Select the tab containing the settings you want to change:
General
Configuration update message, Undo level, log usage statistics
Document Index
Index behavior and modification possibilities
Global Script Functions
View and edit Global Function Depot scripts
Static Groups, Static Batches and Static Folders
Create, edit and remove document groups, batches and folders
Scanning
Select the document display during scanning
Configuration Management Setting
Configure settings for Configuration Management

Note: These settings are stored in the Registry in

HKEY_CURRENT_USER\Software\IXOS\IXOS_ARCHIVE\6.0\Scan\HKLM

You can share, export and import them.

Caution
Be very careful when changing registry entries, because errors in the registry
can disrupt the functionality of your computer.

Note: The path to the storage and thumbnails cache can be customized by
registry entries.

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[HKEY_CURRENT_USER\Software\IXOS\IXOS_ARCHIVE\6.0\Scan\HKLM\CustomSet
tings]
"S:PageThumbnailsPath"="C:\\Ixos\\Thumbnails"
"S:StoragePath"="C:\\Ixos\\Storage"
If registry keys do not exist or the paths to storage and thumbnails cache are not
accessible, the default paths in the LocalApplicationData folder are used, typically
in directory C:\Documents and Settings\<user>\Local Settings\Application
Data\Open Text\EnterpriseScan\9.7.

Tip: If you require additional help with technical problems, contact Open Text
Customer Support. You can find the contact information for your region at
http://www.opentext.com/services/support.html.

13.1 Configuring general options

In the Configure Workstation Options dialog box, in General tab, you can
configure the following settings:

Show notice before configuration update

If this option is enabled, the user is notified of configuration changes when
starting Enterprise Scan and can accept or refuse the changes.
If the option is disabled, the configuration is updated automatically without
notification.
Enable Undo
You can disable and enable the Undo and Redo functions in the Edit menu.
Max. Undo Level
Specify the number of actions that can be reversed. The upper limit is 100.

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Select last document after scanning

When scanning new documents has finished, selects the last document that has
been scanned.
Log Usage Statistics
Enable this option to trigger the statistics function of Enterprise Scan. For details,
see “Enterprise Scan statistics” on page 250.
Skip Archive Confirmation Dialog
Select this check box to start archiving immediately, without showing the
Archive Documents dialog box. See “Confirming the archiving settings” on
page 51
Upgrade information
The Archive Server and Document Pipeline destination are now in Tools - LEA
Administration and Pipeline, see “Administration Server and Document
Pipeline” on page 231.

13.2 Configuring the document index

In the Configure Workstation Options dialog box, in the Document Index tab, you
can configure index behavior and index modification possibilities.

Index can be modified if

If Barcode recognition is used for document separation, you can specify here the
cases in which the index in the document header can be manually edited (see
“Changing the index” on page 42).

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<None> or manually entered

If no barcode has been found or when Barcode recognition is not defined or
when the index has been entered manually.
Automatically recognized
If the barcode has been recognized and automatically filled in.
Not recognized
If a barcode has been found but its type is not known, or the barcode does not
meet the set barcode conditions.
Validate manual index
Never
This option prevents automated checking for whether the manually entered
index fulfills the set barcode conditions.
Against regular expression
This option enables automated checking against regular expressions. Check
the option and enter the required regular expression (see “Regular
Expressions” on page 301).
Against barcode rules
This option enables automated checking against barcode rules.

13.3 Configuring global script functions

In the Configure Workstation Options dialog box, in the Global Script Functions
tab, you can view scripts that are located in the Global Function Depot. If you click
the Edit button, the Global Function Depot opens. For further information, see
“Global function depot” on page 280.

13.4 Configuring document groups, batches and

folders
In the Configure Workstation Options dialog box, in the Static Groups tab, you can
add and remove static document groups. Then the scan operator can select these
groups in the Group field of the Properties view.
The respective configuration for document batches and folders is available in the
Configure Workstation Options dialog box, in the Static Batches and the Static
Folders tabs.

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Use the Insert button to add new static groups and the Remove button to delete no
longer needed groups.

13.5 Configuring scanning view

The Scanning tab of the Configure Workstation Options dialog box allows you to
select Thumbnails, Page or Standard view (background scanning) of the
documents during scanning.

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Thumbnails and Page

The Thumbnails and Page views work synchronously. During scanning, you
cannot perform any actions in Enterprise Scan. The number of scanned pages
and the selected view of the scanned pages, thumbnail or page, is displayed. You
can cancel the scan operation with the Stop button.
Note: In the Thumbnails view, scanning takes more time than in the other
views.
Standard view (background scanning)
The Standard view (background scanning) works asynchronously. Scanning is
performed in the background. In the Scanning in progress dialog box, the
number of scanned pages is displayed. You can cancel the scan operation with
the Stop button. Thumbnails of the scanned pages are displayed in the
Thumbnails view in the stack.
While the scan procedure is in progress, you can simultaneously work on
already scanned documents.
During scanning, you can perform the following actions:
• Navigate in the stack in the Thumbnails view or in the View view or in the
Documents list.
• Add indexing data to documents.
• All actions that are available by right-click on a page or document.
Note: All actions that modify the document stack are disabled.
With the Update Interval setting, you can select how often the thumbnail view
of the scanned pages is updated. Enter the intervals between view updates in
seconds. Selecting a longer interval accelerates the response to the actions that
you are simultaneously performing on the stack.
When Update Interval is set to zero and Select last document after scanning is
checked in the General tab, the last scanned page gets selected and the Page
view shows the last scanned page. The Page view gets updated with every
incoming scanned page during background scanning. If Update Interval is
greater than zero, then the last scanned document is selected.
When Select last document after scanning is not checked, the document
selection prior to scanning is retained. If there is no document selection prior to
scanning, then, the first document is selected irrespective of the value of Update
Interval.

13.6 Configuring Configuration Management settings

The Configuration Management Setting tab of the Configure Workstation Options
dialog box allows you to configure some settings in regards to Configuration
Management. See “Uploading and downloading the configuration” on page 224 for
details on Configuration Management.

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Enable permanent selection of the profile

Select this check box to enable the Store this configuration as your default
logon configuration check box in the Select user configuration dialog box (see
“Switching between configurations assigned using ADMS” on page 228). Select
the Store this configuration as your default logon configuration check box to
save the selected configuration as the default configuration.
User group to download profile from
If you enter a User Group in this field, the Configuration Management tool will
automatically try to download the profile from that User Group, if available.

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Chapter 14
Defining areas for recognition
You can define groups of rectangle areas on the scanned page. These areas can be set
to be ignored, or to be the only part of the page where the relevant operation will be
performed (e.g. searching for barcodes, patch codes, blank pages, etc.). Area sets are
valid for all Processing subprofiles. The subprofile's elements reference the areas
defined here.
These settings are stored in the Registry in
HKEY_CURRENT_USER\Software\IXOS\IXOS_ARCHIVE\6.0\Scan\HKLM. You can
share, export and import them.
1. In the Tools menu, click Areas Configuration.
The Manage Area Sets dialog box opens.

2. Use the buttons and options to define areas:

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Create
Creates a new set of areas. Enter a name for the area set.
Copy
To copy a set, select the set in the Area sets list and click on the Copy button.
Then enter a name for the new set.
Remove
To remove a set, select the set in the Area sets list and click on the Remove
button.
Configure
To configure a set, select the set in the Area sets list and click on the
Configure button. The Configure Area Set dialog box opens, where you can
enter the settings for the set (see “Configuring area sets” on page 219).
Page Source for configuration dialog
Scanned documents
The selected page or the first page of the selected document will be used
as the source. If the document stack is empty, this option is disabled.
Configure page size
When you set this option and click on the Settings button, you can select
the paper size for the blank page.

Select a Standard paper size or enter the parameters for Custom paper
size.

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14.1 Configuring area sets

In the Configure Area Set dialog box, you can define separate rectangular areas
within a set. To get here, click on the Configure button in the Manage Area Sets
dialog box.
The page preview displays either the selected page in the document stack (if
Scanned documents has been selected in the Page Source for configuration dialog
section) or a blank page.

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Scrolling to next/previous page or document

When you use the document stack as a source, you can switch between pages
and documents using the Next Page, Prev Page (previous page), Next Doc and
Prev Doc buttons.
Add
Click on the Add button to insert a new rectangle. Then define its size by
drawing rectangles with the mouse or by entering values into the list. Change
size and position as desired. In the page preview, you can see immediately
whether the rectangle has been positioned correctly.
Created rectangles are shown in dotted-line frames. The selected rectangle is
displayed in a different color.
Remove
Select the rectangle and click on the Remove button.
Areas are
Define whether the areas are to be required or ignored.
List of rectangles
The configuration dialog box shows a list of positions and sizes of existing
rectangles. You can edit these values by using the keyboard.
The unit of measure is set in the Tools menu, User Options.

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Chapter 15
Permissions
Enterprise Scan has no own authentication for front end components. Enterprise
Scan uses the Windows user management and provides no special users for the
front-end components. Therefore, regarding an emergency user concept, the
emergency user concepts of Windows apply.
The scan user logs on to the scan host as a user of the Windows operating system. If
the user is a member of the operating system’s Administrator group, then the user
has Administrator permissions and is an Administrator in the context of Enterprise
Scan. The permission levels described in the Permissions section then apply to all
users logging into the scan host, who are no members of the Administrator group.
The Administrator can control access to certain menu items and functions to ensure
an accurate working environment for Enterprise Scan. Thus, the application is
configured to prevent a scan operator from accessing settings that must not be
changed.
To change permissions, open the Tools menu and click Permissions.

Permission ... Allows the user to...

Configure Workstation change the settings in the Tools menu - Workstation Options.
Options

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Permission ... Allows the user to...

Configure Input Sub- create or configure Input subprofiles.
profiles
This permission is also evaluated for the Configure Scanner
and Rescan operations in the File menu. Remove this
permission to prevent end users from changing settings in the
input subprofile, using the Configure Scanner and Rescan
operations.

Note: With the permission removed, the Rescan operation

will perform an immediate rescan, using the same settings
as in the initial scan, which only makes sense if there was a
paper jam or a similar error in the physical scanner.

Configure Processing create or configure Processing subprofiles.

Subprofiles
Configure Archiving create or configure Archiving subprofiles.
Subprofiles
Configure Profile switch between existing subprofiles.
without any permission switch between existing profiles.

You can share, export and import these settings (see “Sharing, exporting and
importing the configuration” on page 223).
Also refer to the following Knowledge Center topic
(https://knowledge.opentext.com/knowledge/llisapi.dll/Open/15806606).

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Chapter 16
Sharing, exporting and importing the configuration
The application configuration can be made available to other users who work with
Enterprise Scan either on this computer or elsewhere in the network. To do so, you
must share, or export and import the configuration. You also can upload and
download the configuration to and from Open Text Archive and Storage Services
(formerly known as Livelink ECM – Archive Server). The configuration includes,
among others, the following settings:
• Profiles and subprofiles
• Permissions
• Workstation options
• Areas configuration
• Keyboard shortcuts

16.1 Sharing the configuration

To make the configuration available to all users working on this computer, open the
Tools menu and click Make Configuration Shared.
The next time a user opens Enterprise Scan on this computer, the configuration
settings are updated.
In the Configure Workstation Options - General tab, you can enable the option for
a notice to be displayed to the user regarding this configuration update (see
“Configuring general options” on page 210).
Note: When sharing a configuration, all Registry settings in
HKEY_CURRENT_USER\Software\IXOS\IXOS_ARCHIVE\6.0\Scan\HKLM\
are copied to
HKEY_LOCAL_MACHINE\Software\IXOS\IXOS_ARCHIVE\6.0\Scan\HKLM\.

16.2 Exporting and importing the configuration

To make the configuration available to other users in the network, export the
configuration and then import it at other workstations.
The imported configuration is valid for the user who did the import. If you want to
make the imported configuration available for all users of the computer, use Make

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Configuration Shared after the import (see “Sharing the configuration” on

page 223).
The configuration from Registry key
HKEY_CURRENT_USER\Software\IXOS\IXOS_ARCHIVE\6.0\Scan\HKLM\ is written
into an XML file.

Warning
Do not edit any configuration settings within the XML file.

To export the configuration

1. In the Tools menu, select Export Configuration.
2. In the Export Configuration dialog box, select the profiles you want to export.
3. Check the All subprofiles box to export all subprofiles from your configuration.
Otherwise, only the subprofiles currently active in the selected profiles are
exported.
4. In the Save As dialog box, select the destination for the XML file.

To update the configuration at other workstations, use Import Configuration. The

configuration stored in the XML file is copied to the Registry key
HKEY_CURRENT_USER\Software\IXOS\IXOS_ARCHIVE\6.0\Scan\HKLM\.

To import the configuration

1. Start Enterprise Scan on the target computer.
2. In the Tools menu, select Import Configuration.
3. In the Open dialog box, navigate to the previously exported XML file and click
on the Open button.
4. In the Import Configuration dialog box, select the profiles you want to import.
Select the Import mode: Check Replace to overwrite existing profiles, check
Add to add the profiles to the configuration.
The configuration settings are updated.

16.3 Uploading and downloading the configuration

You can upload and download the configuration of an Enterprise Scan client to and
from Open Text Archive and Storage Services (formerly known as Livelink ECM –
Archive Server). The configuration includes all the settings Enterprise Scan is
currently using, as reflected in the registry under
HKCU\SOFTWARES\IXOS\IXOS_ARCHIVE\6.0\SCAN\HKLM.

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To upload the configuration, you must configure the settings inside Enterprise Scan
and then upload the configuration to an Archive Server user group.
S:SCANCONFIGMO The registry key S:SCANCONFIGMODE is located in the registry at
DE HKEY_LOCAL_MACHINE\SOFTWARE\IXOS\IXOS_ARCHIVE\6.0\Scan. This key replaces
the behavior of the CONFIGMODE key which was used in earlier versions of Enterprise
Scan.
During installation of Enterprise Scan, the installer will check for the CONFIGMODE
key. If the key is present, the patch copies the value and creates a new key
S:SCANCONFIGMODE. Afterwards, the old key CONFIGMODE is deleted. If the
CONFIGMODE key is not present, no action is taken.

The key S:SCANCONFIGMODE is necessary for uploading and downloading the

configuration. If it is not present, create it in
HKEY_LOCAL_MACHINE\SOFTWARE\IXOS\IXOS_ARCHIVE\6.0\Scan. Set the value for
the key S:SCANCONFIGMODE, as follows:
• 0 for Server mode - to store the configurations on the Archive Server

• 1 for Registry mode (default mode) – to store the configurations in the local
Windows registry
Note: If the registry entry is missing, Registry mode is used.
Server vs. See the following table for the differences of the 2 modes:
Registry mode

Table 16-1: Behavior of the configuration in Server mode and Registry mode

Configuration Server mode Registry mode

Use of configurations Users can only work with the Users can only work with the
configurations, the Adminis- configurations, the Administrator
trator has assigned to them has shared through Make Con-
via the Archive Server. figuration Shared.
Make Configuration This menu option is dis- Shares the configuration. The be-
Shared abled. havior is the same as before.
Startup of Enterprise If the administrator has If the administrator has shared
Scan shared the configuration, the the configuration, the timestamp
scan profile is not updated is compared, a message is dis-
and no message is displayed played (if configured) and the
(if configured). scan profile is updated (if user
chooses to). The behavior is the
same as before.
Configuration Any changes done to the Configuration changes are not
changes available for configuration are available available for upload through the
upload through the for upload through the Con- Configuration Management tool.
Configuration Man- figuration Management
agement tool tool.

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Configuration Server mode Registry mode

Exporting and im- These menu options are dis- The behavior is the same as be-
porting the configura- abled. fore.
tion
Downloading con- The configuration is The configuration is downloaded
figuration using Con- downloaded and set active. but not set active. The following
figuration Manage- error message is written to the log
ment tool and setting file: “The downloaded configura-
active tion contains scan settings, but
the scan application has been con-
figured to ignore them.”

Configuration The configurations of Enterprise Scan 9.5.x and Enterprise Scan 9.7.x differ
Management essentially. This makes it necessary to migrate 9.5 configurations for use in
tool
Enterprise Scan 9.7.1. For uploading and downloading the configuration, as well as
for migrating 9.5 configurations, you can use the Configuration Management tool.

Important
To use the Configuration Management tool, S:SCANCONFIGMODE must be in
Server mode.

To start the Configuration Management tool:

• Click Start > All Programs > Open Text > Enterprise Scan Configuration
Management.

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Note: The buttons in the Configuration Management dialog are only available
if you are logged in with Administrator privileges. Otherwise, they are
disabled.

16.3.1 Downloading configurations of older versions

If there are configurations of Enterprise Scan 9.5.x existing on the Archive Server,
you can download them and convert them into configurations for Enterprise Scan
9.7.1.

To download and migrate a 9.5 configuration:

1. Open Configuration Management, see “To start the Configuration
Management tool:” on page 226.
2. Ensure that you are connected to the correct Archive Administration Server
(ADMS).
3. In the Configuration Management dialog, click the Migrate button.

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The Migrate 9.5 configuration to 9.7 dialog is displayed.

4. Select the configuration you want to download and migrate to 9.7 from the User
Groups for version 9.5 on <ADMS name> and click OK.
Note: You can download and migrate only one configuration at the same
time.
A message confirms the successful downloading of 9.5 profiles for migration.
The downloaded configuration is now the active configuration, as displayed in
the Active Configuration line. If you want to change any settings in the
migrated configuration, you must perform these changes in Enterprise Scan.
Afterwards, you can upload the configuration to the Archive Administration
Server.
Once the upload operation is completed, the migration operation is completed.

Important
Complete the migration process before using the ScanCfgDownload tool
(described in “Switching between configurations assigned using ADMS” on
page 228). The modified configuration that is not uploaded yet will be
overwritten by the ScanCfgDownload tool.

For configurations of Enterprise Scan 5.1 that are available on the Archive Server,
you have to upgrade them to 9.5 before migrating them to 9.7:

To upgrade 5.1 configurations to 9.5:

1. In a 9.5.x environment, download the 5.1 configurations from the Archive
Server using CfgDownload.exe (available in <Installation directory>\bin)
or the Livelink Imaging Configuration.
2. In the 9.5.x environment, run ScanUpgrade.exe (available in the same path as
CfgDownload.exe).

The 5.1 configurations are upgraded to 9.5; so you can open them using
Enterprise Scan 9.5.x.
3. In the 9.5.x environment, upload the configurations to the Archive Server as 9.5
configurations, using the Livelink Imaging Configuration.
You can now proceed and migrate the 9.5 configurations to 9.7, as described in
“To download and migrate a 9.5 configuration:” on page 227.

16.3.2 Switching between configurations assigned using

ADMS
If there is more than one configuration mapped to the current user, the user can
switch between those configurations, using ScanCfgDownload.exe.

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Notes:
• Admin users can also use the Download button in the Configuration
Management tool to switch between configurations.
• The configuration will be downloaded only if the timestamp differs.

To switch between configurations:

1. Execute ScanCfgDownload.exe, available at <Installation directory>\bin.

2. Select the configuration you want to make the active configuration.

3. If you want Enterprise Scan to load the selected configuration every time you
log on, select Store this configuration as your default logon configuration.
4. Click OK.

16.3.3 Uploading and downloading 9.7 configurations

To upload the active configuration to the Archive Server:
1. Start Enterprise Scan and configure the application according to your needs.
This current configuration will be uploaded to the Archive Server during the
next steps.
2. Open Configuration Management, see “To start the Configuration
Management tool:” on page 226.
The Active Configuration line displays the currently active configuration.
3. To upload the current configuration to the Archive Server, click Upload.

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Notes:
• The configuration will be uploaded to the Archive Server to a user
group.
• You can rename the configuration in the User Group field.

4. Enter the User Name of the super user in the ADMS and the corresponding
Password and click OK.
The configuration is uploaded to the Archive Server and appears in the User
Groups for version 9.7 on <ADMS name> list.

To download a configuration from the Archive Server:

1. Open Configuration Management, see “To start the Configuration
Management tool:” on page 226.
2. Select the configuration you want to download from the User Groups for
version 9.7 on <ADMS name> list.
Note: To update the list, click Refresh.
3. Click the Download button.
A message confirms the successful download.
The downloaded configuration is now the active configuration, as displayed in
the Active Configuration line.

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Chapter 17
Defining archiving settings
To enable your Archiving profile, you have to define some settings for the leading
applications.

17.1 Administration Server and Document Pipeline

If you archive your documents via the Document Pipeline, you can change the
settings for the Archive Server (LEA Server) and the Document Pipeline. These
settings are defined initially during installation.

1. In the Tools menu, click LEA Administration and Pipeline.

The Configure LEA Administration Server and Livelink Document Pipeline
location dialog box opens.

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2. Check the Off-line mode option if you want to toggle the off-line mode on.
When it is enabled, neither connection to the server nor archiving through the
Document Pipeline is possible.
3. LEA Server
In the Server name field, enter the name of the Archive Server on which the
archive modes are defined.
Enter the Port number.

Important
Since LEA Server 9.7.1, the default port number is 8080. Only LEA
Server 9.6.1 and older versions use port number 4060 by default.

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 17.2 TCP log in

Note: When you change the server or the port number, you must restart
Enterprise Scan to update the archive modes.
4. Document Pipeline
Click Use local pipeline or Use remote pipeline and enter the respective
parameters. The default values are shown in the particular fields. See “Remote
Pipeline” on page 187 for further information about the remote pipeline.
Notes:
• The Remote Pipeline Interface is supported by the Document Pipeline
for LES 9.7. To use the Remote Interface for the Document Pipeline for
LES, install Document Pipeline Remote Interface and Core Services on
the host where you want to run the Document Pipeline for LES 9.7.
Those additional components are bundled inside the master setup for
Document Pipeline for LES 9.7. See Open TextImagingEnterprise Scan -
Installation Guide (CL-IES).
• The parameters for the Document Pipeline target are application global.
They are used when releasing documents to Document Pipeline for
LES, Document Pipeline SAP, or Document Pipeline for Oracle
Applications.
If your archiving configuration for Document Pipeline SAP includes an archive
mode (stored on ADMS), the Document Pipeline target configured for this
particular archive mode takes precedence:
Remote pipeline
In case a remote Document Pipeline is explicitly configured in the archive
mode, the specified Document Pipeline target will be used. The Document
Pipeline target that is configured in Enterprise Scan will be ignored.
Local pipeline
In case a local Document Pipeline is configured in the archive mode, the
Document Pipeline target as specified in the local configuration of Enterprise
Scan will take preference. This local configuration may target either a local
Document Pipeline or a remote Document Pipeline.
5. Confirm your settings with the OK button.

17.2 TCP log in

Define the log in to TCP for the configuration user.

1. In the Tools menu, click TCP Login.

The TCP Login dialog box opens.

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2. Enter the Logon Information and the Server Information.

3. Click on the Connect button to test the connection to TCP.

17.3 Livelink log in

If you store your documents on Livelink ECM – Enterprise Server, you must define
the log in and the connection to the Enterprise Server. The name of the Enterprise
Server is defined initially during installation.

1. In the Tools menu, click Livelink Login.

The Livelink Login dialog box opens.

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2. Enter the log in information in the Logon tab.

For direct login (RPC connection), enter port 2099.
For HTTP connection, enter port 80.
For HTTPS connection, enter port 443.
Note: If you change the Server, you must close Enterprise Scan and start it
again to activate the setting.
3. Open the Options tab.

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4. If the connection to Enterprise Server is established using RPC, choose Direct

login
If the connection to the Enterprise Server is established using HTTP or HTTPS,
choose URL login.
Notes:
• When changing the connection type from RPC to HTTP or HTTPS, you
must shut down Enterprise Scan and start it again, and you also must
stop and restart the Archive Spawner service, to enable the new log in
session.
• In order to use a HTTPS connection (SSL) to the Enterprise Server, the
Livelink ECM – Secure Connect module must be installed on the
Enterprise Server and on the scan host. Secure Connect must be
licensed separately. Contact your Open Text sales representative for
details.
• For the HTTPS connection, you also have to configure the Secure
connection, see step 6 on page 237.
5. If you have chosen the URL log in, access the Livelink log in page of the
Enterprise Server in a browser. Copy and paste the URL from the browser into
the URL field.
Example: https:\\bngimg-w2k301\livelink\livelink.exe
Check the Use Windows credentials option if you want to use the Windows log
in for the connection.

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6. For HTTPS connections only: Select Use SSL.

Do not select the Check server certificate check box. This check box and the
Certificate folder could be used for server certificates issued by public
entrusted Certificate Authorities but this is not supported in this version.
Note: For further information on SSL and certificates, see Livelink ECM™ -
Secure Connect - Installation Guide (LLESSC-IGD).
7. (Optional if you use the import feature for Records Management, see
“Importing Records Management attributes” on page 152) Open the RM tab.

To enable the import of Records Management attributes (see “Importing

Records Management attributes” on page 152), select the Use Records
Management service check box.
Enter the WebService Urls (end points) for Authentication and
RecordsManagement.
For retrieving the details of Records Management related functionality, the
Enterprise Server communicates through the web service. The Records
Management web service must be installed and configured properly in the web
server (for example IIS or Tomcat).
When you enter the server in the Logon tab, the fields in the
RecordsManagement tab are automatically filled with the default values:
Authentication (default URL path)
http://<server name>/les-services/Authentication.svc?wsdl

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RecordsManagement (default URL path)

http://<server name>/les-services-recordsmanagement/-
RecordsManagement.svc?wsdl

8. Click the Connect button to establish the connection to the Enterprise Server.

17.3.1 Document Pipeline for LES 9.7.0: impersonate vs.

anonymous submission
When archiving through the Document Pipeline for LES 9.7.0, the credentials given
by the user during the Livelink log in are used to create the documents in Enterprise
Server. This behavior is called impersonate submission. If the user logs in without
Administrator privileges, they are only entitled to archive to their Personal
Workspace in Enterprise Server. When logged in with Administrator privileges, the
user is also entitled to archive to the Enterprise Workspace in Enterprise Server.
Impersonate submission is the default setting. However, you can configure an
anonymous submission to Livelink; that means, the default user (Admin) is used to
create the documents in Enterprise Server when archiving through the Document
Pipeline for LES. This setting allows the user to archive to the Enterprise Workspace
even if they are not logged in with Administrator privileges.
It is possible to configure this setting on different levels:
Global
To configure anonymous submission for all documents archived through the
Document Pipeline for LES, add the following line to the Document Pipeline for
LES configuration file DT_DOCTOLES.Setup:
IGNOREDTCREDENTIALS=true

Note: IGNOREDTCREDENTIALS must be typed in upper case letters.

The DT_DOCTOLES.setup file is available at C:\Documents and Settings\All
Users\Application Data\Open Text\BASE Document Pipeline\config\-
setup.

Note: When you perform changes to the DT_DOCTOLES.Setup file, stop the
Archive Spawner service and start it again to activate the changes.

Profile
To configure anonymous submission for certain profiles, add a script like the
following sample to Set Document Pipeline Attributes (see “Configuring
Document Pipeline attributes” on page 181).
Document.COMMANDS += "\n";
Document.COMMANDS += "IGNOREDTCREDENTIALS true\n";

Configuring anonymous submission on profile level overrides the setting in the

DT_DOCTOLES.Setup file.

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 17.4 SAP Login

Important
If you are using the anonymous submission script in Set Document
Pipeline Attributes, do not archive into the Personal Workspace in
Enterprise Server because, as Admin user, you do not have the permission
to write to your Personal Workspace.

17.4 SAP Login

If an Indexing script accesses SAP, for example to call a SAP function module, it is
necessary to log in to SAP. The login dialog is displayed automatically when a script
tries to access SAP and the user is not yet logged in. Alternatively, you can log in to
SAP in advance, using the Tools menu.

1. In the Tools menu, click SAP Login.

The SAP Login dialog box opens.

2. Enter the login information and the server information for your SAP System.
3. Click on the Connect button to test the connection to the SAP System.

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Chapter 17 Defining archiving settings

17.5 Archiving from the leading application

Archiving of the documents in Enterprise Scan can be initiated from the leading
application.
To adjust the parameters for this archiving scenario, open the Tools menu and select
Archiving from Leading Application.

Archive Server
Server name of the Livelink ECM – Archive Server connected to Enterprise Scan
(see “Administration Server and Document Pipeline” on page 231)
Start Archiving from
Specify which document is archived first when archiving is started from the
leading application.
If you select First selected document, which is the default value, make sure the
correct document is selected in the document stack before you start archiving.
Options
Remove deleted pages
Pages that are marked as deleted are removed and not sent to the archive.
Note format
Enter placeholders for the notes in Note format field. For an overview, see
“Placeholders for Notes” on page 297.
Default note
Define the default note for each document. The notes are attached to the
archived document. See also “Placeholders for Notes” on page 297.

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 17.5 Archiving from the leading application

Advanced
Clicking this icon opens the Advanced Settings dialog box. Adjust the output
file format as described in “Advanced settings for archiving” on page 196.

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Chapter 18
Monitoring archiving through Document Pipeline
Enterprise Scan uses Document Pipelines (Document Pipeline) in many archiving
scenarios to process documents to be archived on Livelink ECM – Archive Server
(Archive Server). The Document Pipelines require regular monitoring to make sure
that all scanned documents have been processed and sent to the Archive Server.
The Document Pipelines running on the Enterprise Scan workstation or on a
dedicated computer are similar to the one running on an Archive Server. Therefore,
they can be monitored using the same tools: Open Text Monitor Web Client
(Monitor Web Client) and Open Text Document Pipeline Info (Document Pipeline
Info). Refer to the Monitor Web Client and Document Pipeline Info online help for
detailed information on these tools.

Important
In order to use the Monitor Web Client, the Monitor Server must be running
on the computer running the Document Pipelines.

If anything should interrupt the archiving process after the document information is
sent to the leading application but before the document is transferred to the archive,
the document will be known to the leading application, but it will not be retrievable
or viewable. The document is still in the Document Pipeline. Use Document Pipeline
Info to restart processing (see online help for details).

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Chapter 19
Backing up
The document stack and External Storage repositories used by Enterprise Scan as well
as the Document Pipeline directories may require a backup of their data in certain
cases.

19.1 Backing up the document stack

All documents displayed in Enterprise Scan are temporarily stored in a document
stack on the file system before they are archived. There is one document stack per
user; it is created during the initial startup of Enterprise Scan.
If a large number of documents that have not yet been archived remain in the
document stacks, it is recommended that you back up these document stacks
between working sessions to avoid rescanning and reprocessing the documents in
case of a problem.
Document stacks are user-dependent and are stored on the file system in the
following directories:
%USERPROFILE%\Local Settings\Application Data\Open Text\-
EnterpriseScan\9.7\Storage
(for example on a Windows XP workstation, document stacks are stored in
%SystemDrive%\Documents and Settings\<user name>\Local Settings\-
Application Data\Open Text\Enterprise Scan\9.7\Storage).

Note: By default, the Application Data directory is not visible in Windows

Explorer because it is a hidden directory. To make it visible, click Tools -
Folder Options in the Windows Explorer menu, then click on the View tab and
enable the option Show hidden files and folders.

19.2 Backing up the Document Pipeline directory

Document Export - Document Pipeline scenarios use the Document Pipeline directory of
the Document Pipeline. In a normal operating state, scanned documents remain
only temporarily in the Document Pipeline before they are sent to the Archive
Server. In this case, no action is necessary except regular monitoring of the
Document Pipeline (see “Monitoring archiving through Document Pipeline” on
page 243).
If a large number of documents get stuck in the Document Pipeline, it is
recommended that you back up these documents to avoid losing data before you

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Chapter 19 Backing up

address the problem. To find the location of the Document Pipeline directory
(DPDIR) on the Document Pipeline host computer, open the Tools menu and click
LEA Administration and Pipeline.

19.3 Backing up external storage repositories

External Storage scenarios use External Storage repositories (file system directories). In
some scenarios, scanned documents are temporarily stored in these repositories
before being processed further on the same or other Enterprise Scan workstations.
If a large number of scanned documents are stored in the external storage
repositories, it is recommended that you back up these repositories regularly to
avoid having to rescan and reprocess the documents in case of a problem.
The external storage repositories are configured in the Enterprise Scan Archiving
subprofiles. The directory path name is the value of the Directory field (see
“Storing to external storage” on page 189).

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Chapter 20
Troubleshooting Enterprise Scan

20.1 General recommendation

This chapter provides an introduction to troubleshooting and error analysis. It
presents tools and methods that can help you find the cause of a problem.
It is better to avoid problems than to solve them. Therefore, you should consider
these helpful hints in your daily work.
• Back up the Enterprise Scan data regularly (see “Backing up external storage
repositories” on page 246).
• Monitor Enterprise Scan workstations and Document Pipeline hosts regularly
with Monitor Web Client and Microsoft Event Viewer. These tools can be used
remotely or locally. For additional information, refer to “Monitoring archiving
through Document Pipeline” on page 243and “Troubleshooting the Document
Pipelines for Enterprise Scan” on page 253.
• Verify that all documents passing through the Enterprise Scan Document
Pipelines have been correctly processed and archived. Use Document Pipeline
Info to check the status of the different DocTools and archiving queues. For
additional information, refer to “Monitoring archiving through Document
Pipeline” on page 243.
• Make sure that there is enough free space available for Enterprise Scan data
(document stacks, Document Pipeline directory, External Storage repositories)
and for log files.
• Install the relevant patches.
• Follow the upgrade strategy for Open Text Imaging and other system
components. For information, see Knowledge Center entry
https://knowledge.opentext.com/knowledge/llisapi.dll/open/16296813.
• Train administrators, operators and end-users.
• Follow the recommendations published in Release Notes and newsletters.
Release Notes are regularly updated in the Knowledge Center.
• Perform regular maintenance on your hardware.
For advanced troubleshooting, use the Open Text Knowledge Center. You can either
browse Knowledge Center folders from the home page

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(https://knowledge.opentext.com/) or use the search capabilities of the Knowledge

Center. A search form is accessible in any Knowledge Center page.

Imaging Solutions Knowledge Base in the Knowledge Center

The link to the Imaging Solutions Knowledge Base is
https://knowledge.opentext.com/knowledge/llisapi.dll/open/15783397. From this
site, you can perform a search request.

Useful Knowledge Center entries

The following Knowledge Center entries give important information for
customizing or troubleshooting interactions between the Imaging Clients and the
Archive Servers:
• Which ports are used by the archive components?
(https://knowledge.opentext.com/knowledge/llisapi.dll/open/15529922)

Important
The content of the Knowledge Center entries is updated by Open Text
Customer Support independently of the content of this documentation.
Check that the information in the Knowledge Center entries corresponds to
the version of the Open Text products you use.
If you require additional help with technical problems, contact Open Text
Customer Support. You can find the contact information for your region at
http://www.opentext.com/services/support.html.

20.2 Troubleshooting Enterprise Scan

All Open Text Imaging Clients log information into log files. This information can be
used by the Administrator to solve problems or can be sent to other Administrators.
These log files are also used by Open Text Customer Support for advanced
troubleshooting. Different log files are written, depending on the clients and the
scenario in use.
Parts of the logging information (log messages) are also displayed in the Imaging
Clients Message Box.

20.2.1 Error messages and Imaging Clients Message Box

The Windows clients of Open Text Imaging display log messages in case of an error.
The log messages are displayed in the language selected for the Imaging Clients.
Click on Details to get more detailed information:

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Log messages are displayed chronologically, with most recent at the top. Only log
messages (i.e. those of severities Fatal, Error, Warning and Note) are displayed.
Note: Trace messages are not displayed in the Imaging Clients Message Box.
The difference between log messages and trace messages is explained in
“Logging and tracing” on page 251.
Messages
Log messages contain three types of information, displayed in two columns:
Severity
Severity classes, Fatal, Error, Warning and Note, correspond to log message
categories, FATAL, ERROR, WARNING and IMPNOTE.
The number in brackets after the log severity class is the identifier of the log
message.
Message Text
This is the text of the log message, displayed in the language selected for the
Imaging Clients.
Show
The Show buttons filter the log messages to be displayed. By default, all buttons
are selected, which means that all classes of log messages are displayed (Fatal,
Error, Warning and Note).
If you disable a button, the messages of the corresponding severity class will be
removed from the message window.
Clear messages on dialog end
This option is activated by default. When the Imaging Clients Message Box is
displayed the next time, it will display only newly logged messages. If disabled,
previous log messages will be shown along with new ones.

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Send logfile to
You can send the IXClient.log file to different applications or to mail
recipients. Click on Send logfile to to select your destination.
Note: Be aware that the content of the log file itself is sent, not the contents
of the error message stack.
The maximum number of messages to be kept in the error message stack is 100 by
default.
The Registry entry for maximum number of messages is
HKCU\SOFTWARE\IXOS\IXOS_ARCHIVE\CWin\DeMoS\MaxSizeOfMsgStack.

Important
If the value of MaxSizeOfMsgStack is set to 0, the Imaging Clients Message
Box will not appear in case of an error.

20.2.2 Enterprise Scan statistics

Enterprise Scan can generate a statistics file in XML format. The statistics file is by
default located in %USERPROFILE%\Local Settings\Application Data\Open
Text\Enterprise Scan\9.7\ScRep. You can override the default file path
manually in the registry:
HKEY_LOCAL_MACHINE\SOFTWARE\IXOS\IXOS_ARCHIVE\6.0\Scan\HKLM\CustomSet
tings\S:StatisticsPath.

The statistics file name is LLScanStatistics_YYYY.xml, for example

LLScanStatistics_2008.xml for the year 2008.

To activate the statistics file generation:

1. Open the Configure Workstation Options dialog box: Tools > Workstation
Options. See also “Customizing workstation options” on page 209.
2. In the General tab, activate the Log Usage Statistics check box.
3. To save your settings, click OK.
4. Restart Enterprise Scan to start the statistics file generation.

The following data is logged in the statistics file:

• domain name
• machine name
• user name
• start date and time
• end date and time

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• number of scanned pages

• number of deleted pages
• number of archived pages
• amount of archived kB
The statistics file is updated every 30 minutes, and also during application
shutdown.
Data is stored in XML format. Data may be analyzed or processed by custom tools.

20.2.3 Enterprise Scan log files

On every Imaging Clients workstation, log files are generated that contain the log
messages and trace messages of all locally installed Windows clients of Open Text
Imaging. They use the same log files IXClient.<ext> and the same settings for
logging.

20.2.3.1 Setting log levels

The log level can be changed statically or dynamically.
• The log level changed via a Registry editor is static. This means that the new log
level takes effect after the Imaging Clients are restarted. “Log file settings” on
page 252 describes the values to be changed in the registry.
• The log level changed via the client's GUI is dynamic and takes effect
immediately.
Within Enterprise Scan, you can use the setting Log level in the menu Tools >
User Options for that purpose. The setting is described in “Configuring user
options” on page 54.

Important
Do not forget to reset the log levels after troubleshooting to avoid generating
unnecessarily large log files.

Logging and The distinction between log messages and trace messages is as follows:
tracing

Log messages
Log messages are log records written to the log files and also shown to the user
in the Imaging Clients Message Box. The log messages are written in the log files
in English but are displayed in the Imaging Clients Message Box in the language
selected for the Imaging Clients. These log messages are identified by identifiers.
Trace messages
Trace messages are trace records written to the log files only. They are in English
and are used for advanced troubleshooting.

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Log levels The available log level values are:

Normal (4) = Logging
Log messages of categories FATAL, ERROR, WARNING and IMPNOTE are logged. This
is the default log level value.
Extended (7) = Tracing
In addition to the log messages, the trace messages of categories USER, INFO and
DEBUG are logged.

20.2.3.2 Log file settings

Log and tracing messages are written to log files named IXClient.log,
IXClient.001, IXClient.002, etc. You can change the location of the log files, their
number and their size. To change these settings, you can use the following:
Registry editor
The settings are stored in
<Registry_branch>\Software\IXOS\IXOS_ARCHIVE\CWin\DeMoS. These
settings cannot be seen in the Registry before they have been set. By default,
predefined, hardcoded values are used. The settings may be user-specific or
user-independent. User-specific settings have priority over user-independent
settings.
User-specific settings
They are located in the Registry branch HKEY_CURRENT_USER (HKCU).
User-independent settings
They are located in the Registry branch HKEY_LOCAL_MACHINE (HKLM).
The following settings can be used:
Log level
Registry entry: LogSeverity
The logging has two levels: 4 (normal) and 7 (extended). 4 is the default log level,
7 is used for troubleshooting. See also “Setting log levels” on page 251.
Location of the log file
Registry entry: LogPath
Default value: %TEMP%\Open Text\9.7
Size of the log files in KB
Registry entry: MaxSizeOfLogFile
Default value: 3072 (KB)
Number of copies to keep
Registry entry: MaxCopiesOfLogFile
Default value: 2

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Chapter 21
Troubleshooting the Document Pipelines for
Enterprise Scan
In the same way as on an Archive Server, the different DocTools and processes used
by the Document Pipeline are started by the Spawner, which runs as a service on
Microsoft Windows platforms. They can be queried and controlled using the
spawncmd utility. Commands and capabilities of the utility are described in “The
spawncmd utility” on page 253.
The Spawner, the DocTools and other processes used by the Document Pipeline log
information in log files. See “Spawner and Document Pipeline log files” on
page 257.

21.1 Restarting the Document Pipeline

There may be problems that cannot be identified with the tools and methods
mentioned in this chapter. In such cases, it is often helpful to restart the Document
Pipeline.
To restart the Document Pipeline and all its DocTools and processes, stop and
restart the Spawner service. For information on performing this action via a
Command Prompt, refer to “Stopping and starting the Spawner” on page 256.
You can also use the Windows functionality to restart the Spawner. Refer to your
Windows documentation and online help for information about stopping and
starting Windows services.
Once the Document Pipeline has been restarted, check the status of the different
DocTools and processes using the spawncmd utility (see “Status of DocTools and
processes” on page 254), or by reading the spawner.log file (see “Spawner and
Document Pipeline log files” on page 257).

21.2 The spawncmd utility

With the spawncmd utility, you can query the status of individual DocTools and
processes and control them. You can also restart individual DocTools and processes.
This can be useful when you are performing diagnostic analysis.

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The spawncmd utility is automatically installed when you install a Document

Pipeline. For details, see Open TextImagingEnterprise Scan - Installation Guide (CL-
IES).

21.2.1 Using the spawncmd utility

The spawncmd utility can be used for monitoring and administrating local or remote
Document Pipelines.
Local DP To connect to the local Document Pipeline, use the following command:
spawncmd <command>
(e.g. spawncmd status)
Remote DP To connect to a remote Document Pipeline, use one of the following commands:
spawncmd -h <Document Pipeline_host_name> <command>
(e.g. spawncmd -h scan02 status, spawncmd -h scan02.ixos.de status)
or
spawncmd -h <Document Pipeline_IP_address> <command>
(e.g. spawncmd -h 207.46.230.219 status)
Note: The Spawner must be running on the Document Pipeline computer in
order to use the spawncmd utility.
List of To display the list of all spawncmd commands, enter spawncmd in a Command
commands Prompt window:

D:\>spawncmd

usage: spawncmd [-h host] <cmd> # cmd is one of:

exit # stop all services, exit spawner
reread # reread servtab files
start <service> # start service
startall # start all services
status # read status of all services
stop <service> # stop service
kill <service> # kill service
stopall # stop all services

21.2.2 Status of DocTools and processes

To display a list of single DocTools and processes and their status, enter the
command in a Command Prompt:
spawncmd status
or
spawncmd -h <Document Pipeline_host_name> status

Here are output samples for different Document Pipelines for Enterprise Scan.
Document Pipeline for Livelink ECM – Suite for SAP Solutions (Enterprise Scan
component only)
program-id sta pid start time stop time
-------------------------------------------------------------------------

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 21.2 The spawncmd utility

cfbx R 2416 11/12/2003 16:47:06

docrm R 2424 11/12/2003 16:47:06
doctods_1 R 2432 11/12/2003 16:47:06
doctods_2 R 2440 11/12/2003 16:47:06
doctods_3 R 2448 11/12/2003 16:47:06
dp R 2408 11/12/2003 16:47:05
stockist T 0 11/12/2003 16:47:06 11/12/2003 16:47:08

Document Pipeline for Open Text Enterprise Process Services (Enterprise Scan
component only)
program-id sta pid start time stop time
-------------------------------------------------------------------------
docrm R 2224 11/19/2003 17:20:55
doctods_1 R 3148 11/19/2003 17:20:55
doctods_2 R 1112 11/19/2003 17:20:55
doctods_3 R 3864 11/19/2003 17:20:55
dp R 1624 11/19/2003 17:20:54
pmsdt R 2408 11/19/2003 17:20:55
stockist T 0 11/19/2003 17:20:55 11/19/2003 17:20:56

Output results Here is the description of the different values for each column.
program-id
The DocTool or process name, for example, docrm.
sta
The DocTool or process status:
• R means that the process is running. Most DocTools and processes should
have this status.
• T means the process has been terminated. Only few DocTools or processes
should have this status.
• S means the process is starting and initializing. This happens when you start
the Spawner. After a while, the status should change to R (running). Check
this by reprocessing the spwncmd status command.

Important
The correct status for each DocTool and process can be found in “Status
of DocTools and processes” on page 254. Be aware that the dp process
will have the S status for a long time if there are a lot of documents in the
Document Pipeline.
If the status of a DocTool or process is incorrect, look at the
corresponding log file and at the Spawner log file. For details about log
files, refer to “Spawner and Document Pipeline log files” on page 257.

pid
The DocTool or process program ID.
start time
Time when the DocTool or process started.

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stop time
Time when the DocTool or process stopped.
About monitoring Here are the pros and cons for the different monitoring tools: Spawncmd, Monitor
tools Web Client and Document Pipeline Info.
• The information provided by the spawncmd status command is similar to that
displayed by the Monitor Web Client (see “Monitoring archiving through
Document Pipeline” on page 243). However, the Monitor Web Client provides
information on the DocTools only, not on the other Document Pipeline
processes. On the other hand, the Monitor Web Client provides additional
information, such as the amount of free log disk space, and detailed information
about the objects being monitored (detailed DocTool status, number of
documents in input and error queues).
• The spawncmd utility gives accurate information more quickly than the Monitor
Web Client. On the other hand, information displayed by the Monitor Web
Client is refreshed regularly (by default every two minutes).
• The Document Pipeline Info gives the same information about DocTools and
document queues as the Monitor Web Client. Additionally, it allows an
administrator or power user to start and stop single DocTools, to resubmit
documents for processing and to delete documents from the queues (see
“Monitoring archiving through Document Pipeline” on page 243).

21.2.3 Stopping and starting the Spawner

To stop the Spawner, enter one of the following commands:
spawncmd exit
or
net stop spawner

To start the spawner, enter the following command:

net start spawner

Tip: Restarting the Spawner is the first action that should be taken if one or
more DocTools or processes are terminated. This should solve most problems
caused by accidental termination of processes. If not, look at the Spawner log
files and the Document Pipeline log files (see “Spawner and Document
Pipeline log files” on page 257).

21.2.4 Useful spawncmd commands

21.2.4.1 Starting and stopping single DocTools or processes

To stop a single DocTool or process, enter the command
spawncmd stop <service>
where <service> is the name of the DocTool or the process.

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 21.3 Spawner and Document Pipeline log files

To start a single DocTool or process, enter the command

spawncmd start <service>
where <service> is the name of the DocTool or the process.
Tip: You can also enable or disable a single DocTool by using the Document
Pipeline Info. For details, refer to the online help of the Document Pipeline
Info.

Important
Be aware that some processes must be started in a defined sequence, so
simply restarting them will not solve a problem. It is better to restart the
Spawner itself (see “Stopping and starting the Spawner” on page 256).

21.2.4.2 Resubmitting documents to the DocTools

If documents are locked in one or more error queues of the Document Pipeline,
these documents must be resubmitted to the DocTools once the problem has been
solved. To resubmit documents via the Command Prompt, either enter the
command
spawncmd start stockist
or restart the Spawner (see “Stopping and starting the Spawner” on page 256).
Tip: You can also resubmit documents to the DocTools by using the Document
Pipeline Info tool. For details, refer to the online help of the Document Pipeline
Info.

21.2.4.3 Rereading configuration files

If the Document Pipeline configuration files (“servtab” files) have been modified,
and you want to use the new configuration without restarting the Spawner, enter
the following command:
spawncmd reread

You normally need this command for advanced troubleshooting purposes only.

21.3 Spawner and Document Pipeline log files

The Spawner and Document Pipelines log files are all located in the
<DP_ROOT>\var\log directory, where <DP_ROOT> is the installation directory of
the Document Pipelines.
Tip: If the Monitor Server is running on the Document Pipeline computer, the
Spawner log file and all Document Pipeline log files can be accessed via HTTP.
For this, enter one of the following URLs in a browser:
https://<Document Pipeline_host_name>:4061/cgi-bin/tools/log.pl
or
https://<Document Pipeline_IP_address>:4061/cgi-bin/tools/log.pl

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Spawner log file The Spawner log file spawner.log shows all DocTools and processes started and
stopped on the Document Pipeline. For more information, see section 31.1
"Spawner log file" in Open Text Archive and Storage Services - Administration Guide
(AR-ACN)</doc>.
Document There are no log files for Document Pipelines. Instead, the processes of the different
Pipeline log files DocTools are logged into the corresponding DocTool log files. The name of the log
file is the name of the DocTool plus the extension .log (e.g. the log file of the
DocTool docrm is docrm.log).
Tip: To find the names of the DocTools used by a particular Document
Pipeline, use Document Pipeline Info or Monitor Web Client. All the DocTools
are listed here by Document Pipeline. Mark the name of a processing step and
look at the status bar. The corresponding DocTool name is displayed (e.g. the
Remove document from document pipeline processing step corresponds to the
docrm DocTool).

For most processes, the name of the log file is the name of the process plus the
extension .log. Some processes may use different log file names.
Tip: In order to find which process log files contain relevant information, sort
the <DP_ROOT>\var\log directory by date. Then look at the log files that were
modified when a problem occurred or look at the ones last modified, especially
if they are large.
For more information, see section 31.1 "Spawner log file" in Open Text Archive and
Storage Services - Administration Guide (AR-ACN)</doc>.

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 Part 4
Reference
Chapter 22
Menus and icons
Here you find an overview of all Enterprise Scan menus and icons.

22.1 File menu

Command Icon Shortcut Menu option Context menu
Scan F11 File > Scan -

Configure Scanner - File > Configure -

Scanner
Rescan File > Rescan

Export - File > Export Export > Ex-

port
Send - File > Send Export > Send

Exit - File > Exit -

22.2 Edit menu

Command Icon Shortcut Menu option Context menu
Undo Ctrl + Z Edit > Undo Undo

Redo Ctrl + Y Edit > Redo Redo

Cut - Ctrl + X Edit > Cut Cut

Copy Ctrl + C Edit > Copy Copy

Paste Ctrl + V Edit > Paste Paste

Select All - Ctrl + A Edit > Select All Select All

Invert Selection - Ctrl + Edit > Invert Selec- -
Shift + I tion
Select Marked Pages... - - Edit > Select Marked -
Pages...

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Command Icon Shortcut Menu option Context menu

Go To Edit > Go To
displays the icons of
the navigation toolbar
(see “Navigating
through documents
and pages” on page 34,
as follows:

Function Icon Shortcut

To previous page (traverses Page Up
over documents)
To next page (traverses over Page Down
documents)
To first page of the current Home
document
To previous page in the current Left arrow
document (stops at the begin-
ning of the current document)
To next page in the current Right arrow
document (stops at the end of
the current document)
To last page of the current End
document
To previous document - Up arrow

To next document - Down arrow

To first page of the first docu- Ctrl+Home

ment
To first page of previous docu- -
ment
To first page of next document -

To first page of the last docu- Ctrl+End

ment
To previous bookmark marker Shift+F4

To next bookmark marker F4

To previous delete marker Shift+F5

To next delete marker F5

To previous quality marker Shift+F9

To next quality marker F9

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22.3 View menu

Command Icon Shortcut Menu option Context menu
Main Toolbar - - View > Main Toolbar -
Page Toolbar - - View > Page Toolbar -
Document Toolbar - - View > Document -
Toolbar
Application Toolbar - - View > Application -
Toolbar
Navigation Toolbar - - View > Navigation -
Toolbar
Documents - - View > Documents -
Indexing - - View > Indexing -
Index Item - - View > Index Item -
View - - View > View -
Properties - - View > Properties -
Thumbnails - - View > Thumbnails -
Tree - - View > Tree -
Lock GUI - - View > Lock GUI -
Show Default View - - View > Show Default -
Layout View Layout
Zoom In + View > Zoom In

Zoom Out - View > Zoom Out

Fit Window Ctrl+O View > Fit Window In the View

view: Scale >
Fit Window
Fit Width Ctrl+W View > Fit Width In the View
view: Scale >
Fit Width
Fit Height Ctrl+H View > Fit Height In the View
view: Scale >
Fit Height

22.4 Page menu

These commands are also available as context menu items in the View view.

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Command Icon Shortcut Menu option Context menu

Black Border - Page > Image Filter > Image Filter >
Black Border Black Border
Content Extractor - Page > Image Filter > Image Filter >
Content Extractor Content Extrac-
tor
Content Extractor with - Page > Image Filter > Image Filter >
Preview Content Extractor Content Extrac-
with Preview tor with Pre-
view
Crop - Page > Image Filter > Image Filter >
Crop Crop
Deskew - Page > Image Filter > Image Filter >
Deskew Deskew
Despeckle - Page > Image Filter > Image Filter >
Despeckle Despeckle
DPI Resampling - Page > Image Filter > Image Filter >
DPI Resampling DPI Resam-
pling
Quality Indicator - Page > Image Filter > Image Filter >
Quality Indicator Quality Indica-
tor
Smooth - Page > Image Filter > Image Filter >
Smooth Smooth
Conversion to 16 Mil- - Page > Color Conver- Color Conver-
lion Colors sion > Conversion to sion > Conver-
16 Million Colors sion to 16 Mil-
lion Colors
Conversion to 2 Colors - Page > Color Conver- Color Conver-
sion > Conversion to sion > Conver-
2 Colors sion to 2 Colors
Conversion to 256 - Page > Color Conver- Color Conver-
Colors sion > Conversion to sion > Conver-
256 Colors sion to 256
Colors
Conversion to Gray- - Page > Color Conver- Color Conver-
scale sion > Conversion to sion > Conver-
Grayscale sion to Gray-
scale
Rotate 180° - Page > Rotate 180° Rotate > 180°

Rotate Left - Page > Rotate Left Rotate > Left

Rotate Right - Page > Rotate Right Rotate > Right

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Command Icon Shortcut Menu option Context menu

Remove Blank Pages - Page > Remove Blank Erase > Re-
Pages move Blank
Pages
Delete SHIFT+DE Page > Delete Erase > Delete
L
Delete Marked CTRL+D Page > Delete Erase >Delete
Marked Marked
Bookmark Marker F3 Page > Bookmark Marker >
Marker Bookmark
Marker
Delete Marker DEL Page > Delete Marker Marker > De-
lete Marker
Quality Marker F8 Page > Quality Marker >
Marker Quality
Marker

22.5 Document menu

Most of these commands are also available as context menu items in the Documents
view.

Command Icon Shortcut Menu option Context menu

Separate before Selec- F7 Document >Separate Separate
tion >Separate before Se- >Separate be-
lection fore Selection
Separate by Barcode - Document > Separate Separate >
> Separate by Bar- Separate by
code Barcode
Separate by Blank - Document > Separate Separate >
Page > Separate by Blank Separate by
Page Blank Page
Separate by every Nth - Document > Separate Separate >
Page > Separate by every Separate by
Nth Page every Nth Page
Separate by Patch - Document > Separate Separate >
Code > Separate by Patch Separate by
Code Patch Code
Classify by Barcode - Document > Classify Classify >
> Classify by Barcode Classify by
Barcode

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Command Icon Shortcut Menu option Context menu

Classify by Patch - Document > Classify Classify >
Code > Classify by Patch Classify by
Code Patch Code
Archive All F2 Document > Archive -
All
Archive Selected F12 Document > Archive -
Selected
Change Index Ctrl+I Document > Change Document Op-
Index eration >
Change Index
Homogenize - Document > Ho- Document Op-
mogenize eration > Ho-
mogenize
Join F6 Document > Join Document Op-
eration > Join
Merge - Document > Merge Document Op-
eration >
Merge
Move to Batch - - Document > Move to Document Op-
Batch eration > Move
to Batch
Move to Folder - - Document > Move to Document Op-
Folder eration > Move
to Folder
Move to Group - - Document > Move to Document Op-
Group eration > Move
to Group
Move to Position Ctrl+P Document > Move to Document Op-
Position eration > Move
to Position
Reverse - Document > Reverse Document Op-
eration > Re-
verse

22.6 Profile menu

Command Icon Shortcut Menu option Context menu
Manage Profiles - Profile > Manage -
Profiles
Configure Current - Profile > Configure -
Current

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 22.7 Tools menu

Command Icon Shortcut Menu option Context menu

Switch to - - Profile > Switch to -
Configure Input Shift + Profile > Configure -
F11 Input
Configure Processing - Profile > Configure -
Processing
Configure Export - Profile > Configure -
Export

22.7 Tools menu

Command Icon Shortcut Menu option Context menu
User Options - Tools > User Options -

Workstation Options - - Tools > Workstation -

Options
Areas Configuration - Tools > Areas Con- -
figuration
Permissions - - Tools > Permissions -
Export Configuration - - Tools > Export Con- -
figuration
Import Configuration - - Tools > Import Con- -
figuration
Make Configuration - - Tools > Make Con- -
Shared figuration Shared
LEA Administration - - Tools > LEA Admini- -
and Pipeline stration and Pipeline
TCP Login - - Tools > TCP Login -
Livelink Login - Tools > Livelink -
Login
SAP Login - - Tools > SAP Login
Archiving from Lead- - - Tools > Archiving -
ing Application from Leading Appli-
cation

22.8 Help menu

Command Icon Shortcut Menu option Context menu
in view
Contents F1 Help > Contents -

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Chapter 22 Menus and icons

Command Icon Shortcut Menu option Context menu

in view
Search for Help on - Help > Search for -
Help on
Index - - Help > Index -
Customer Help - - Help > Customer -
Help
About Enterprise Scan - Help > About Enter- -
prise Scan

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Chapter 23
Template for scan operator checklists
As the used scanning and archiving scenarios are very special for each company and
the single scan operator often has not the time to read the whole Enterprise Scan
user guide, it is useful that the Administrator creates a kind of checklist for the daily
work of the scan operators.
This chapter should serve as the basis for this checklist. Copy the text to a text
editor, delete the items that are not relevant to your company and add your
company-specific scanning and archiving scenarios (see the paragraphs with in
angle brackets <>).

Prepare scanning:
A good scanning preparation can simplify scanning and postprocessing of the
documents. Which steps are required depends on the quality of the paper
documents, your type of separation and so on.
1. Sort the documents according to the used scan profiles:
• Document content (e.g. invoices, offers)
• Document legibility (e.g. very good, normal, bad, very bad)
2. Insert empty pages for separating the individual documents, if needed.
3. <Insert additional preparation tasks.>

Scan the documents:

1. Start the scanner.
2. Start Enterprise Scan: Programs > Start > Open Text > Open Text Imaging
Enterprise Scan.
3. Select the profile in the list box:

The following profiles can be used:

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Chapter 23 Template for scan operator checklists

Profile name Usage

<Enter the profiles <Enter a description when this profile should
of your scenarios.> be used.>

4. Put the documents into the scanner.

5. Start the scanning operation with File > Scan, or click .
6. If a page gets folded during scanning, smooth the paper original, delete the
page in Enterprise Scan with Page > Delete and rescan it with menu File >
Scan, or click .
7. Archive the documents to the External Storage with File > Archive all if the
postprocessing will be done on another workstation.

Postprocess the scanned pages:

The problems that occur regularly during scanning should be corrected
automatically via the processing subprofile during the scanning. But there might
occur additional problems that have to be corrected manually.
1. Scan the documents from the External Storage if the physical scanning has been
performed on another workstation or by a service provider.
2. Control all pages for order, completeness and quality.
3. Mark the pages that are not scanned correctly and need further processing:
a. Select each page you want to mark.
b. Set the markers with Edit > Select Marked Pages... and the following:
Bookmark Insert this marker for pages that need
Marker further inspection.

Quality Marker Insert this marker for pages with low

legibility.

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 Deleted Marker Insert this marker for pages that exist
more than once and should be de-
leted.

4. Perform the required postprocessing steps:

• Enter, modify or delete an index with Page > Change Index if the barcode or
patch code was not recognized correctly.
• Subdivide a document into several documents if the automatic separation
has failed during scanning:
a. Select the page that should be the first page of the new document.
b. Split the document with Page > Separate.
• Correct pages with bad quality:
• Search for pages with quality marker with the Pages > Quality Marker.
• Increase the color depth to the same value of all document pages with
Document > Homogenize.
• Reduce or increase the color depth of a single page
• If a scanned page is illegible, you might delete it with Page > Delete and
rescan it with File > Scan, or click . It might be necessary to choose
another profile or subprofile according to the document quality.
• <Insert additional postprocessing tasks to increase the legibility.>
5. <Insert additional postprocessing tasks.>
6. If you are not able to solve a problem by yourself, please contact your
Administrator for further inspection:
Attach each scanned page to an e-mail with File > Send and send the e-mail to
your Administrator.
7. Archive the documents to the External Storage with File > Archive all if the
archiving will be done by another person.

Index and archive the documents:

The archiving of the documents differs from one company to the other. Therefore,
there are few common steps. Add your company-specific steps here.
1. Scan the documents from the External Storage if the scanning and
postprocessing have been performed on another workstation or by a service
provider.

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Chapter 23 Template for scan operator checklists

2. Select the archiving profile in the list box:

The following profiles can be used:

Profile name Usage

<Enter the profiles <Enter a description when this profile should
of your scenarios.> be used.>

In the Indexing view, you enter the properties of the document that are later
used to retrieve the document in the archive. The cursor is in the first index
field. Mandatory fields are marked with .
In the Index Item view, the document part where the needed information for
indexing can be read is enlarged. This part highlighted in the View view in a
defined color (default: red) so that the area can be seen in context of the whole
page.
3. Read the property, e.g. the customer name, in the Index Item view and enter it
in the corresponding field in the Indexing view.
4. Press Enter to go to the next index field.
The entered values are checked and the detailed information for the next index
field is displayed in the Index Item view.
Note: If the entered values are not correct, the icon appears behind the
index field. Move with the cursor into the respective index field to get
detailed error information.
5. Fill all index fields for the document.
6. Press F12 to archive the document.
The document is archived and the next document in the document stack
appears in the Index Item view.
7. Perform the indexing of all documents in the document stack.
8. Press F2 to archive all documents in the document stack.
The documents are archived.
Note: You can cancel the archiving operation with Stop. When the
archived documents have been handed over to the leading application, the
other documents stay in the document stack of the Enterprise Scan.
After all documents are archived, the document stack is empty.
9. <Enter here your scenario-specific steps for the archiving.>

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Chapter 24
Scripts for indexing and archiving
To enhance the functionality of the document indexing, scripts can be attached to
each indexing field defined (see “Configuring custom index field” on page 143). A
sample configuration can be found in the Knowledge Center:
https://knowledge.opentext.com/knowledge/llisapi.dll/Properties/1225397066_51
4. You can import this configuration in the Enterprise Scan with Tools > Import
Configuration (see “Exporting and importing the configuration” on page 223).

Important
Indexing as defined within Enterprise Scan is not document-centric. This
means that the index information entered into an indexing form is not saved
to a document. It is only transferred as metadata along with the document to
the export process.

24.1 General overview

Scripting support is an extension to Enterprise Scan, which allows you to integrate
business logic into the handling of the metadata as defined by the indexing process
within Enterprise Scan. These extensions can harness additional logic in the
following distinct areas:
• the processing phase
• the interactive phase
• the export phase
The scripting language is JScript.NET, part of the .NET family of languages. This
choice stems from the fact that major parts of the Enterprise Scan application itself
are written for the .NET platform.

24.1.1 Scripts in the interactive phase

The scripting options in this phase are linked to the indexing fields in the indexing
mask. They are defined using the configuration wizard for the indexing form (see
“Configuring Indexing” on page 142).
Three kinds of scripts can be attached to each indexing field:

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Chapter 24 Scripts for indexing and archiving

Script type Description

Initialization script For every field with the owner Global, this script is called when the
user selects a document or changes the number of selected docu-
ments.
For fields with owner Document, the script is only called when the
user selects a document. When the user changes the number of se-
lected documents (multi-selection), the script is not called.
The scripts are called in the order the fields visually appear in the
indexing form from top to bottom. This script gives the script writer
the possibility to prefill each field with document-specific values in
order to ease the indexing process.
Validation script This script allows validation of values entered by the user. Any fail-
ure reported in this script presented to the user in the Enterprise Scan
GUI and the input focus remains in the respective field to allow a fast
correction of the input data by the user.
The Enterprise Scan has to be informed when the user has finished
entering data into an indexing field. This is signaled by pressing the
ENTER key. This triggers the validation script (and possibly updating
script) and moves the user's input focus to the next field in the index-
ing form.
Updating script This script is called after a successful validation and should be used
by the script author to update the values of other fields, based on the
current field value.

Within each script above, the following information is available:

a. Indexing field info (only for each indexing field):
value Current value as seen by the scan user in Field.Value = "a value"
the application GUI. For every value, the
script writer can also define a display
value. This is displayed to the scan user in
the GUI only. Any access to the value
from scripts returns the real value. This is
done by assigning a pair of values:
(displayvalue, realvalue) to the field
value instead of a single value.
choices List of all possible values for picklist type Field.Choices.-
fields. Add("Option 1")
Field.Choices.-
Add("Option 2")

name Internal name of field (different from dis- var s:string = Field.Name
play name), read-only.
unit Specifies an abbreviation to display beside Field.Unit = "mm"
the string label that informs the user of the
units of measure.

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 24.1 General overview

length Specifies the maximum length of data en- Field.Length = 10

tered into a field (for string types, the
length of the string, for decimal types, the
total number of digits in the number).
scale For decimal types, specifies the total Field.Scale = 5
number of digits before the decimal point
(it should be less than length above).
ReadOnly Method of type bool for all indexing Field.ReadOnly = true;
fields. When the user sets the field prop- Fields["other
erty ReadOnly to true, the application re- field"].ReadOnly = true;
stricts the user from entering any value
manually in the text box through the GUI.
That means, the text box becomes non-
editable.

b. Context information:
This is a persistent storage for the script writer. Any information saved here will
be kept across all script invocations if provided the scan user does not switch
the profile. If the profile is changed by the user, this information is lost. This can
be used by the script writer to save log in information etc. This is exposed as a
hash container and can be considered storage for "global" variables.
Context["hello"] = "world"

c. Validation result:
Within the validation script, the script writer can at any time call the method
Validation.Fail("error message") with an error message that is displayed
by the scan application. This signals to the user that the data entered was not
correct and Enterprise Scan leaves input focus inside the field in question.
Data objects are defined in the table below:
a. Information about the current document (available in the init script only):
Information Code sample Note
Barcode Document["Barcode"]

Patchcode Document["Patchcode"]

Endorser Document["Endorser"]

Index Document["Index"]

Group Document["Group"]

Pagecount Document.PageCount

Ixattr Document["IxAttrFile"]

Commands Document["CommandsFile"]

Page Document.Pages[<page_no>]

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Information Code sample Note

Barcodes on page N/A

Page images (XImage) Document.Pages[<no>].Image.

Data

Unique ID Document["UniqueID"]

b. Information valid for the whole application:

Total number of docu- Application.DocumentCount
ments inside scan
Total number of docu- Application.SelectedDocumen
ments currently selected tCount

Language of the Scan Application.UserLanguage

GUI This is an integer value holding
the locale identifier (LCID) of the
currently selected GUI language.
The following values for LCIDs
are used in Enterprise Scan:
• Czech: 1029
• English: 1033
• French: 1036
• German: 1031
• Japanese: 1041
• Portuguese: 1046
• Spanish: 1034

Immediate From within Indexing Initialization scripts, it is possible to trigger an immediate

shutdown shutdown of the application. This is required for special customization projects,
only. Sample script:
AppShutdown.Request("myLogMsg - immediate shutdown!");

When application shutdown is triggered with a script like

AppShutdown.Request(“<MyMessage>”);

the message <MyMessage> is not logged in the log file.

Note: The AppShutdown.Request script is only valid in Indexing Initialization
scripts.
It is important to know in what situations the various scripts are executed by
Enterprise Scan. A table that describes the possibilities as mapped to three different
user scenarios is given below.

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 24.1 General overview

User scenario User actions Scripts actions Note

Indexing a single Select one document Init script called (for Init script called
document all fields in indexing only once for each
mask) field.
Fill index mask Validate & Update Update script only
scripts called for called if a Validate is
those indexing fields successful. This step
edited by the user is optional.
F12 Validate script
called for every in-
dex field
Indexing multiple Multi-select docu- Init script called (for
documents ments (mouse or all fields with owner
keyboard) Global in indexing
mask)
In case of multi-
selection, the Init
script is not called
for fields with
owner Document.
Fill index mask Validate script Update script only
called for those in- called if a Validate is
dexing fields edited successful. This step
by the user is optional.
Update script called
for all fields with
owner Global
In case of multi-
selection, the Up-
date script is not
called for fields with
owner Document.
F12 Validate script
called for every in-
dex field

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User scenario User actions Scripts actions Note

Indexing all docu- Fill index mask Validate script Index mask contains
ments at once called for those in- values from previ-
dexing fields edited ous init script run.
by the user Update script only
Update script called called if a Validate is
for all fields with successful. This step
owner Global is optional.
In case of multi-
selection, the Up-
date script is not
called for fields with
owner Document.
Ctrl-F12 Validate script
called for every in-
dex field

As per the table above, the Validate script is in all cases called at least once. This
gives the script writer the guarantee that even if the user does not fill any values in
the index mask, the validation process is enforced.
Notes:
• For the purposes of indexing, all index field types are processed the same
way, that means the scripts are fired according to the table above. There is
one exception and this is the picklist type of field. For this field, the
validation script is called as soon as the selection is changed by the user.
Based on the success or failure of this, the corresponding update script is
called.
• Due to the behavior mentioned above, multiple picklist type fields in a
mask can leverage this to create a cascading effect whereby one user
selection automatically updates the value of a number of other picklists.

24.1.2 Scripts in the export phase

For batch processing scenarios, it may be better to spare the user the task of entering
data; for example, when the barcode of the document gives enough information to
fill in the rest of the indexing form. In this case, putting the script in the export
phase has the advantage of leaving less room for user errors.
For this purpose, there is a script available and it is defined within an export plug-
in, Add Document Attributes, that should be inserted typically as the first plug-in
in the export processing steps.
Note: GUI operations should not be executed in this script as doing so will
interfere with the GUI handling of the main Scan application.
The scripting language is JScript.NET. The information and context available within
this script is similar to the scripts in the interactive phase above with some
differences.

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 24.1 General overview

Context This global object works exactly as in initialization, update and validation
scripts. Values are shared among all scripts.
var s = Context["MyVal"];
Context["YourVal"] = "Abcd";

Application Used to communicate with the archiving procedure.

Application.DocumentCount Retrieves number of document in
this archiving batch.
Application.SkipDocument Set to true to silently skip the cur-
rent document.
Application.StopArchiving Set to true to display a message
box to the user. User may choose
whether to continue archiving.
Application.ErrorMessage If stop archiving was set to true,
text assigned to this property will
be displayed in the message box.
Application.StopArchivingSile Set to true to cancel the current
nt(extension to archiving loop without prompting
Application.StopArchiving) the user. When script is executed,
no log message is displayed in the
log file.
Document The archived document. Works in the same way as other scripts.
Fields Read or modify indexing values for current document.
Fields["MyFieldName"].Display Retrieve the display name of field
Name with name MyFieldName. You can
read and write this value, so it is
also possible to set it.
Fields["MyFieldName"].Value Get or set value of field
MyFieldName. When setting value,
type of assigned value must match
the existing value.
Fields.SetBool("MyFieldName", Overwrites (including type) or
true) adds new boolean (Flag) field My-
FieldName and sets it to true.
Fields.SetString, Similar functionality as SetBool for
Fields.SetInt, other types.
Fields.SetDecimal,
Fields.SetDate,
Fields.SetTime,
Fields.SetDataTime

Fields.RemoveField("MyFieldNa Removes field MyFieldName.

me")

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The initial content of Fields is taken from the interactive part of indexing
(indexing mask). Each archived document receives a copy of the data;
therefore, a change made to one document index values is not propagated
to another document.

When modifying indexing data in the Add Document Attributes plug-in, it is

important to follow the conventions for indexing field names. Otherwise the index
fields will be ignored by the export plug-in.
• Livelink rules: <Category ID>[.<Version>]:<Attribute name> 0:<System
attribute name>

• SAP rules: <Table name>:<Column name>

• TCP rules: <Record type ID>:<Property type ID>
It is recommended that you import the category specification or record type, copy
the field names and remove the fields in question from the indexing mask.

24.1.3 Global function depot

In Enterprise Scan, custom scripts can be configured in various places:
• Init-Profile script (Archiving subprofile)
• Document processing script
• Indexing - Initialization script
• Indexing - Validation script
• Indexing - Update script
• Archiving - Pre-Archive script
• Archiving - Add Document Attributes script
• Archiving - Set Document Pipeline Attributes script
The Global Function Depot enables you to collect script code in one global depot.

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 24.1 General overview

The Script field contains the script code available in the Global Function Depot.
Enter script in the Script field and click OK. The script is saved and available across
all main profiles and subprofiles wherever scripting is allowed. All scripting
configuration dialogs have the Open Global Function Depot button.
In any of the scripting configuration dialogs, you can enter script that calls a
function that is defined in the Global Function Depot. Some properties, however,
are only valid in a certain context. For example, Application.StopArchiving is
only valid in Add Document Attributes and Pre-Archive scripts. So there are only
two places where you can use this property.
Each time a custom script is executed, the script from the Global Function Depot
will also be compiled along with the current script.
If the Global Function Depot contains a function which uses a script property, for
example Application.StopArchving that is not valid for the current context or the
current custom script, it will throw an error for compilation as well as for execution
of the script.
To avoid this, the Global Function Depot provides conditional compilation statements,
see “Conditional compilation statements” on page 282.
Use the buttons Load, Save and Compile to open, store and test the scripts.
Use the References button to add a reference to third party libraries, see “Assigning
third party libraries” on page 170.

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You can share, export and import global functions. See “Sharing, exporting and
importing the configuration” on page 223 for details. If you import global functions
on a computer with existing global functions, the imported global functions are
appended to the existing.

24.1.3.1 Conditional compilation statements

The Global Function Depot enables you to define functions for all custom scripts.
However, a function defined for one custom script may not be valid in another
custom script. This would lead to compilation errors since the global functions
always get compiled along with the custom scripts.
To avoid compilation errors, the Global Function Depot provides conditional
compilation statements. Including the context specific functions within the conditional
compilation statements will ensure that these functions are compiled only in the
right context.
The following conditional compilation statements are available:
@SCRIPT_TYPE_INITPROFILE
Conditional compilation statements for the Init-Profile script. Currently Init-
Profile does not support any scripting proxies/attributes.
@SCRIPT_TYPE_INDEXING
Conditional compilation statements for indexing scripts
(initialization/validation/update)
@SCRIPT_TYPE_PROCESSING
Conditional compilation statements for the processing Scripting Extension
script
@SCRIPT_TYPE_PREARCHIVE
Conditional compilation statements for the Pre-archive script
@SCRIPT_TYPE_ADDDOCATTR
Conditional compilation statements for the Add Document Attributes script
@SCRIPT_TYPE_SETDOCATTR
Conditional compilation statements for the Set Document Pipeline Attributes
script
@SCRIPT_TYPE
Conditional compilation statements for checking for various scripting types

Example 24-1: Conditional compilation statements in the Global Function

Depot

@cc_on // Activates conditional compilation support.

import System.Windows.Forms;

/*************************************/

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 24.1 General overview

@if (@SCRIPT_TYPE && @SCRIPT_TYPE_INDEXING)

function indexing()
{
//Field.Value = "something from global "
var i:int = Application.DocumentCount;
//MessageBox.Show(i.ToString());

}
@end

/*************************************/

@if (@SCRIPT_TYPE && @SCRIPT_TYPE_PROCESSING)

function processing()
{
var bc:String;
bc = PageAttributes.Get2DBarcode(1);
}
@end

/*************************************/

@if ((@SCRIPT_TYPE && @SCRIPT_TYPE_PREARCHIVE) || (@SCRIPT_TYPE &&

@SCRIPT_TYPE_ADDDOCATTR))

import Ixos.Scan.DocumentModel;
function prearchive()
{
var selectedDoc:IDocumentSelection;
selectedDoc = Application.ArchivingDocuments;
}
@end

/*************************************/

@if (@SCRIPT_TYPE && @SCRIPT_TYPE_ADDDOCATTR)

function adddocattr()
{
Application.StopArchivingSilent = true;
}
@end

/*************************************/

@if (@SCRIPT_TYPE && @SCRIPT_TYPE_SETDOCATTR)

function setdocAttr()
{
Document.IXATTR += "something new"
}

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@end

/*************************************/

//////Common functions

function global()
{
MessageBox.Show("Some global functions to call");

24.2 Scripting examples

This section describes how to perform some typical tasks with scripting extensions.
This will also help to illustrate some of the points above. All the examples given
here can be accessed from the sample configuration as provided in the Knowledge
Center:
https://knowledge.opentext.com/knowledge/llisapi.dll/Properties/1225397066_51
4. You can import this configuration in Enterprise Scan with Tools > Import
Configuration (see “Exporting and importing the configuration” on page 223).
1. Accessing document information
Switch to profile: "Invoice Indexing"
The init script for the field Barcode contains the code segment Field.Value =
Document["Barcode"]

2. Accessing context information

Storing a value in the Context hash: Context["mykey"] = "hello world"
Retrieving a value from the Context hash: s = Context["mykey"]
The value of the string objects will be "hello world"
Note: When using arbitrary objects, do not forget to cast the value back to
the appropriate type when retrieving it, e.g. s =
String(Context["mykey"])

3. Validating information entered by the user

Raising a validation fail message: Validation.Fail("message informing the
user of the error")

Try entering a number less than 5 in the Amount field; the check is done in the
validate script of the Amount field.
4. Using dependent picklists
Switch to profile: "Business trip reports"

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 24.2 Scripting examples

Selecting a "Car make" will automatically refresh the values in the "Car Model"
field.
This is done in the update script of the "Car Make" field.
5. Logging steps in your script
When using the standard .NET logging, the information is stored in the
standard Scan log file IXClient.log
System.Diagnostics.Trace.WriteLine("Information to log").

Severity can also be passed as an optional feature for better classification of the
logs. Severity can be passed with 7 different levels using OTlog as:
System.Diagnostics.Trace.WriteLine("Information to log", OTlog.-
S_ERROR).

4 severity levels (S_FATAL, S_ERROR, S_WARNING, S_IMPNOTE) are available for

both types of logs (normal and extended).
In extended log, 3 more log severity levels (S_USER, S_INFO, and S_DEBUG) are
available to facilitate the script user with ease of classifying the log messages.
For easier orientation in the Scan logs, it is recommended that you use log
severity.
6. Accessing the TCP system using ECR API
Switch to profile "Accessing the TCP". The init and update scripts of the "Record
types" field are the place where the logic is written in this case.
Note: The init script in this case gives an example of how to display a
different label than the actual value contained in the Field.Value variable.
The important aspect is the following line:
Field.Choices.Add(new IndexingPair(et.getEntityId(),
et.getDisplayName()))

In this case, the value "et.getDisplayName()" is what is shown in the GUI to

the user, but inside scripts (see the update script) the value
"et.getEntityId()" is accessible.
7. Accessing Livelink ECM – Enterprise Server using LAPI
Switch to profile "Accessing the Livelink server". The init scripts of the two
index fields list the contents of the Enterprise Workspace and Personal
Workspace respectively.
8. Modifying indexing data during archiving phase using Add Document
Attributes plug-in
Switch to profile "Add Document Attributes Demo". The archiving subprofile
has the Add Document Attributes plug-in configured to add attribute
"FolderName". This attribute is then used by Livelink export to create a dynamic
folder.
To set a system numeric attribute 'xxx' to 5, add following line to the script:

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Fields.SetInt("0:xxx", 5);

To add document into category with id 1234 (category must exist on server,
there must be an integer field named yyy and no other mandatory fields), add
this line:
Fields.SetInt("1234:yyy", 5);

Latest version of category 1234 will be used. If you wish to specify the version
manually, change the field name from "1234:yyy" to "1234.<version>:yyy".
9. Zonal OCR enabling
The image area associated with the index item is accessible to script authors
within the init script in order to prefill index mask information. The specific
OCR engine to be used for this can be chosen by Open Text Consulting.
To use this function you have to define an init script in Enterprise Scan. For
details refer to “Scripts for indexing and archiving” on page 273.
You can copy this example script and adapt it to your needs:
import Ixos.Scan.Indexing;
import LeadToolsOCRWeb
import System.IO

var fs: FileStream = new FileStream("c:\\tmp\\testocr.tif",

FileMode.Create);
try
{
Field.GetZoneImage().WriteTo(fs)
}
catch(e)
{
}
fs.Close()

var _sc : LeadToolsOCRWeb.ScanOCREngine;

if(Context.Contains("ocrsession"))
{
_sc = ScanOCREngine(Context["ocrsession"])
} else {
_sc = new ScanOCREngine()
Context["ocrsession"] = _sc
}

Field.Value = _sc.recognize("c:\\tmp\\testocr.tif").ToString()

File.Delete("c:\\tmp\\testocr.tif")

Note: This OCR scenario is completely independent from the OCR plug-in
in the processing subprofile.

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 24.2 Scripting examples

10. Indexing for the SAP system

A scripting module is provided to call a default function
/IXOS/SC_GENERIC_FUNCTION on the SAP system.

In Enterprise Scan you have to perform the following steps:

1. Define the SAP Login. See “SAP Login” on page 239.
2. Create the correct indexing script:
You can copy one of the following example scripts and adapt it to your
needs:
SAMPLE #1:
Create a new indexing field (String Popup) and in the Initialization
script type the code below:
<CODE>
import System
import System.Diagnostics
import System.Collections
import IxosSAPProxy
import SAP.Connector
import Ixos.Scan.Extension.SAPExtension

// Click on the "References" button.

// Reference these three libraries from \\%IXOS%\bin\
folder.
// IxosSAPProxy.dll
// SAP.Connector.dll
// ScanExtensionSAP.dll

var sapProxy:IxosSAPProxy.IxosSAPProxy= null

var session:SessionManager= SessionManager.Instance
var tconnection= session.ActiveConnection

Field.Choices.Clear()

if (tconnection != null)
{
sapProxy = new IxosSAPProxy.IxosSAPProxy()
sapProxy.Connection= tconnection
}

var retVal:BAPIRETURN = new BAPIRETURN()

var companyList:BAPI0014_1Table = new BAPI0014_1Table()
var entry:BAPI0014_1

if (sapProxy != null)
{
// call the SAP function BAPI_COMPANYCODE_GETLIST
sapProxy.Bapi_Company_Getlist(&retVal, &companyList)

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var count:int = companyList.Count

var i:int = 0

for(i = 0; i< count; i++)

{
entry = companyList[i]
Field.Choices.Add(entry.Name1)
}
}
</CODE>

SAMPLE #2:
Create a new indexing fields (String Popup) [field1, field2] and in the
Initialization script of the field1 type the code below:
<CODE>
import System
import System.Diagnostics
import System.Collections
import IxosSAPProxy
import SAP.Connector
import Ixos.Scan.Extension.SAPExtension

var sapProxy:IxosSAPProxy.IxosSAPProxy= null

// Click on the "References" button.

// Reference these three libraries from \\%IXOS%\bin\
folder.
// IxosSAPProxy.dll
// SAP.Connector.dll
// ScanExtensionSAP.dll

// attention please !!! Declare tconnection without exact

type.
// JSript.NET has some problems with casting types.
var tconnection= SessionManager.Instance.ActiveConnection

Field.Choices.Clear()
if (tconnection != null)
{
sapProxy = new IxosSAPProxy.IxosSAPProxy()
sapProxy.Connection= tconnection
}

var retVal:BAPIRET2 = new BAPIRET2()

var pctData:IXOS_SC_S_DATATable= new IXOS_SC_S_DATATable();
var strValid:String = String.Empty
var entry:IXOS_SC_S_DATA

if (sapProxy != null)
{

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 24.2 Scripting examples

entry= new IXOS_SC_S_DATA()

entry.Fieldname= "field1"
entry.Value= "Value1"
pctData.Add(entry);

entry= new IXOS_SC_S_DATA()

entry.Fieldname= "field2"
entry.Value= "Value2"
pctData.Add(entry);

try
{

sapProxy.Ixos_Sc_Generic_Function("BAPI_COMPANYCODE_GETLIST
", &strValid, &retVal, &pctData)
var count:int= pctData.Count
var i:int= 0
var entry1:IXOS_SC_S_DATA

for (i= 0; i< count; i++)

{
entry1= pctData[i]
Field.Choices.Add(entry1.Fieldname+ " " +
entry1.Value);
}
}
catch(ex)
{
System.Windows.Forms.MessageBox.Show(ex.Message,
"Script Exception")
SessionManager.Instance.RenewConnection()
}
}
</CODE>

For details refer to “Scripts for indexing and archiving” on page 273.
11. More than one barcode on a page
If a scanned page contains more than one barcode, there is a scripting option
(Initialization Script) to show the recognized barcodes' numbers in a field in
the Indexing view, separated by a “|”.
The corresponding script is:
var result:String = ""

if (Application.SelectedDocumentCount > 0)
{
var barcodes:Array = Document["Barcodes"]

if (barcodes != null)

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Chapter 24 Scripts for indexing and archiving

{
var i:int;
for(i=0; i < barcodes.Length; i++)
{
if (result.Length > 0)
result = result + "|"

result = result + barcodes[i]

}
}
}

Field.Value = result

See “Configuring custom index field” on page 143 and “Scripts for indexing
and archiving” on page 273.
12. Enlarged barcode in the Index Item view
For an easier manual control of barcodes and document index, a script is
provided which shows the barcode enlarged in the Index Item view.
This script sets the area where the barcode has been found and recognized as a
defined area. The barcode is then automatically displayed enlarged in the Index
Item view, once the Indexing view gets the focus. This feature is intended to
enhance the manual control procedure when the operator optically checks the
barcode with the document index. The barcode is always zoomed inside the
Index Item view, no matter where the real position on the page is. The script is,
as follows:
Indexing initialization script:
-------------------------------------cut-------------------------
------------------
import System.Drawing;
import System.Windows.Forms;
import Ixos.Scan.Indexing;

Context["current"] = Document["UniqueID"]
if (Context[Context["current"]] == null)
{
if (Document["Index"] != null)
{
Context[Context["current"]] = Document["Index"]
}
else
{
Context[Context["current"]] = ""
}
}

if (Context["defaultRect"] == null)
{

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 24.2 Scripting examples

Context["defaultRect"] = Field.IndexArea
}

var index:String
index = Context[Context["current"]]

var margin:int = 100;

var r:Rect;

if (Document["IndexArea"].IsEmpty() == false)
{
r.top = Document["IndexArea"].Top - margin
r.bottom = Document["IndexArea"].Bottom + margin + 100
r.left = Document["IndexArea"].Left - margin
r.right = Document["IndexArea"].Right + margin
Field.IndexArea = r
}
else
{
Field.IndexArea = Context["defaultRect"]
}

Field.Value = index
-------------------------------------cut-------------------------
------------------
Indexing validation script:
-------------------------------------cut-------------------------
------------------
Context[Context["current"]] = Field.Value
-------------------------------------cut-------------------------
------------------

Important
Document index will not be changed within the indexing field. Use the
following export scripting plug-in to get this effect.

Export "Add Document Attributes" script:

-------------------------------------cut-------------------------
------------------
if (Context[Document["UniqueID"]].Length == 0 )
{
Application.StopArchiving = true;
Application.ErrorMessage = "Index cannot be empty!"
}
else
{
Document["Index"] = Context[Document["UniqueID"]]
}

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-------------------------------------cut-------------------------
------------------

See “Configuring custom index field” on page 143 and “Scripts for indexing and
archiving” on page 273.

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Chapter 25
Example: Separating documents by barcode and
sorting into groups using regular expressions
The example shows the settings in the Processing subprofile which are needed to
separate and classify documents by barcode and regular expressions. Other profile
and subprofile settings are not explained.
The example allows scanning into three different groups. Two groups (group1 and
group2) will identify specific barcode-groups, which begin with two different
character strings, 021 and 131 for group1, and 022 and 232 for group2. The third
group (group3) will contain all documents which do not fit into one of the other
groups.

To configure document separation by barcode and group classification using

regular expressions:
1. Create a new profile with the usual options you use for the input device.
2. Create a Processing subprofile and add the following operations to the flow:
• to separate documents by barcode: Barcode Recognition (Page processing)
and Separation by Barcode (Document creation)
• to classify documents into groups: Classification by Barcode (Document
classification)
The following screenshot shows the overview of the subprofile.

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Chapter 25 Example: Separating documents by barcode and sorting into groups using regular expressions

3. Configure Barcode Recognition in the flow.

Select the barcode type you want to search for and enter the settings according
to your barcode. In the Configure tab, select the Recognize all barcodes on
page check box. For detailed information, see “Barcode recognition” on page 98
4. Configure the next entry in the flow: Separation by Barcode. For detailed
information refer to “Configuring separation by barcode” on page 123.
5. Configure the Classification by Barcode in the flow for document classification
into the three groups (see also “Configuring classification by barcode” on
page 133):
Click the Add button to enter new classification rules for the three groups.
Enter the three groups, the barcode type under Recognize Barcodes and the
respective Regular expression:
• Group1: all barcodes beginning with 021 and 131. Regular expression:

[0][2][1][0-9]*|[1][3][1][0-9]*

• Group2: all barcodes beginning with 022 and 232. Regular expression:

[0][2][2][0-9]*|[2][3][2][0-9]*

• Group3: all barcodes that do not begin with 021, 131 and 022, 232. Regular
expression:
^[0][2][1][0-9]*|^[1][3][1][0-9]*|^[0][2][2][0-
9]*|^[2][3][2][0-9]*|[0-9]*

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 Documents that fulfill the conditions are now assigned to group1, group2, or
group3.

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Chapter 26
Placeholders for Notes
The following placeholders can be combined as Note Format. During archiving,
notes are generated and the placeholders are replaced by their current values.

placeholder replaced by
%n note sent from the leading application
\n line break (new line)
© copyright character (no placeholder)
\t tab character
%u Windows log in name
%b document index (barcode)
%D.%M.%Y current date (day, month, year)
%h:%m current time (hour in 24 hour format,
minute)
%I hour in 12–hour format
%p AM/PM sign
%% % character
\\ \ character

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Chapter 27
Color reduction methods
Floyd-Steinberg dithering
Fastest algorithm for color dithering (reduction); high-quality results.
Note: This method is set by default since it provides satisfactory results in
the majority of cases.
Stevenson-Arce dithering
Slowest color reduction method. Uses an algorithm for color dithering.
Note: This method is very costly in terms of time and required storage
space. However, sometimes it can provide even better results than Floyd-
Steinberg.
Nearest Color
Fast color reduction method. Provides very low-quality results and does not use
an algorithm for color dithering.
Ordered dithering
After Nearest Color, this is the second fastest color reduction method. In general,
provides very low-quality results. Does not use an algorithm for color dithering,
but is slightly better then Nearest Color.
Note: To convert pages from color to black-and-white, you must choose one of
these two methods.

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Chapter 28
Regular Expressions
The barcode module allows checking the recognized text of barcodes against a
regular expression. To match regular expressions, Enterprise Scan uses a public
domain library.
Definition A regular expression is a string of characters that describes a search pattern.
Basically, you can compare a regular expression with a wildcard character, used for
searching in a file system, like the *, as in *.doc, is used to find any document with
the extension .doc. However, regular expressions are much more complex.
Regular expressions serve as a kind of filter for text, for example, it is possible to
find all words beginning with “S” and ending with “R” without having to
determine the characters in between. In this example search, the word “Scanner”
would be a match.
Syntax Regular expressions use, among others, the following elements:

A...Z, a...z Uppercase and lowercase characters

0...9 Digits
. The dot matches any single character.
^ “Not” operator
Example: ^w matches any single character, excluding “w”.
| “Or” connector. It matches its predecessor element and its
successor element.
Example: beard|board matches “beard” and “board”.
+ An element followed by + matches one or more of the
predecessor.
Example: wo+rd matches “word”, “woord”, and “wooord” etc.,
but it does not match “wrd”.
* An element followed by * matches zero or more of the
predecessor.
Example: wo*rd matches “wrd”, “word”, and “woord” etc.

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Chapter 28 Regular Expressions

? An element followed by ? matches zero or one of the predecessor.

Example: wo?rd matches “wrd” and “word”.
(...) Parentheses indicate the grouping of elements.
Example: (word)+ matches “word”, “wordword” etc.
[...] Brackets indicate a range. Ranges match any single character
within the sequence inside the brackets.
Examples: b[eo]ard matches “beard” and “board”.
[1-8] matches any digit from 1 to 8.

Example 28-1: Using regular expressions for barcode recognition

Scenario 1 The following barcode values should be accepted:
• LEA-0001-2345678

• LEA-0002-3456789

• LEA-1234

• LEA-3456

The following barcode values should be rejected:

• LEA-2345

Regular expression:
(LEA-(?!2345)[0-9]{4,4}([-][0-9]*)?)

Explanation
LEA-
The first four characters have to be LEA-.
(?!2345)[0-9]{4,4}
The next 4 characters must not be 2345 and have to be a repetition of 4 times 0-9.
[-]
Next character could be -.
[0-9]*
Characters 0-9 with a repetition from 0 to x.
([-][0-9]*)?
Matches LEA-(?!2345)[0-9]{4,4} and optional ([-][0-9]*).
Scenario 2 The following barcode values should be accepted:
• LEA-0001-2345678

• LEA-0002-3456789

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 • LEA-1234

• LEA-3456

The following barcode values should be rejected:

• LEA-2345

• LEA-6789

Regular expression:
(LEA-(?!2345)(?!6789)[0-9]{4,4}([-][0-9]*)?)

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Chapter 29
Incorrectly scanned pages
If the quality of the scanned page is not optimal, a variety of reasons are possible:
A poor-quality electronic image
In this case, you will have to adjust the scanning configuration settings, re-scan
the sample and examine the image again.
Flaws in the paper original
This includes unclear print, illegible details, or “dirty copy”. In some cases, you
can improve the image quality by adapting the scanner settings. In other cases,
you will have to correct the page in Enterprise Scan after scanning. Enterprise
Scan provides you with filters that you can use to clean pages.
If an original is badly creased, very dark or dirty, it may be useful to copy the
page first and then scan it.
Note: If problems with certain paper qualities recur frequently, you should
contact the person sending you this type of paper.
Barcode cannot be recognized on some pages
In addition to changing the settings for barcode recognition, it sometimes helps
to clean the glass of the scanner and straighten up the original page.

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Chapter 30
Frequently asked questions

30.1 General questions

1. How can I get the build number?
In the Help menu, open About Enterprise Scan. The build number is displayed.
To get the build number of individual files, select the binary file in the File
Manager or in Microsoft Windows Explorer and press Alt + Enter to show the
properties. You will see all the version information for the selected file. The
most important part of the version information is the version number. The
version number is shown in the following format:
VersionNumber.BuildNumber – for example 9.7.0.320 = 9.7. (version number)
0 (minor release number).320 (build number)
2. How can I cancel a time-intensive operation?
Click on the Cancel button in the progress window.

30.2 Questions about scanners

1. How do I show the Driver and the All Settings tabs for ISIS scanners in the
scanner configuration dialog box?
Hold Shift down while you call up the dialog box.
2. Which TIFF formats are supported by Enterprise Scan?
Enterprise Scan supports all TIFF formats with the following compression:
• Uncompressed (for reading only)
• Huffman's compression (for reading only)
• Packed bits compression (for reading only)
• CCITT Group 3.1 compression (for reading only)
• CCITT Group 3.2 compression (for reading only)
• CCITT Group 4 compression
• JPEG compression

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Chapter 30 Frequently asked questions

30.3 Questions about barcodes

1. Are there any requirements that a barcode of type 2/5 Interleaved should
consist of an odd or even number of signs, except the check sign?
If there is a check sign (checksum), the number of the other signs (digits) must
be odd. Due to the interleaving of the characters, the number of characters in an
Interleaved 2 of 5 message must be even. The character, if used, must be
included in the character count. If the message has an odd number of characters,
add zero (0) to the beginning of the message.
2. How is the checksum of the 2/5 Interleaved computed?
Follow these steps:
a. add the digits at the odd positions and multiply the result by 3,
b. add the digits at the even positions,
c. add results from 1. and 2.,
d. round up the value from 3. to the nearest multiplication of 10, and
e. the checksum (the last digit of the result) is the difference between 4. and 3.
Example: Checksumed number = 0433848
a. (0 + 3 + 8 + 8) * 3 = 57
b. 4 + 3 + 4 = 11
c. 57 + 11 = 68
d. 70
e. 70 - 68 = 2
Result = 04338482
More info:
The same algorithm is used for EAN13, EAN8, UPC Version A, UPC Version E,
2/5 Datalogic, 2/5 IATA, 2/5 Industrial, 2/5 Inverted and 2/5 Matrix barcode
symbologies.
3. Is there a limit to the length of recognized barcodes?
The limit is 255 characters.
4. What is the syntax of the “regular expression” used during barcode recognition?
For regular expression matching, we use the public domain library (See
“Regular Expressions” on page 301).
5. How can I select/deselect all the barcodes in the list (Configure Separation by
Barcode dialog box) to be recognized, ignored and checked for Checksum?
Hold down the Shift key and click on the required check boxes column.

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 Part 5
Appendix
Chapter 31
Administering the Enterprise Scan Webinterface
Note: The module Enterprise Scan Webinterface brings scanning capacity to the
user interface of Livelink ECM – Enterprise Server (Enterprise Server). The
scanning functionality is accompanied by the indexing feature. Users can scan
an image and run an indexing session in the same user interface.
Prerequisites Enterprise Server is necessary. All Enterprise Server versions from 9.5.0 up to 9.7.1
are supported.
Note: When running Enterprise Scan Webinterface with Enterprise Server
9.5.0, patch pat05625 must be installed on Enterprise Server.

To use the Enterprise Scan Webinterface: Scan & Index for folders:
1. Install Enterprise Scan on client side.
2. Start Enterprise Server.
3. The menu item Scan & Index appears in the context menu for a folder.

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Chapter 31 Administering the Enterprise Scan Webinterface

4. Select Scan & Index to start Enterprise Scan.

Important
The Scan & Index function is only available for object type Folder. The
release is not supported for other object types e.g. Document,
Discussion, Project, Channel, etc.

Indexing view – The user interface consists of several views. The position and
size of the views can be freely configured. The Indexing view constitutes a very
important part of the user interface. This view is dynamically built and reflects
the system of attributes associated with the folder in Enterprise Server, in which
the function Scan & Index has been called. Attributes originate in system
attributes as well as in categories.
Note: Indexing attributes in the Enterprise Scan Webinterface are “per
document”, that means they persist with the document, even when the
focus switches to another document or the application is closed.
Additionally, an attribute Document name is displayed.

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 Document name
This field is always automatically added in the indexing form. The document
name is a mandatory attribute and always needs to be filled in.
Stock Item and User Name
These fields are defined inside a category associated with the folder in
Enterprise Server.
Barcode and Text
These fields are additional system node attributes. The system node
attributes are always associated with all the nodes of Enterprise Server.
Behavior of the controls – The behavior of the controls imported from
Enterprise Server is very similar to the controls used in the Web Interface of
Enterprise Server. Enterprise Scan interprets the attribute arrays as well as
group of attributes.
Limitation of the indexing form – Enterprise Scan indexing form is somewhat
limited compared with the Web interface. Enterprise Server allows defining
arrays for whole sets of attributes. Enterprise Scan then cannot process more
than the first set in such an array. However both sets and arrays (except array of
sets) are imported without limitations.
The indexing form is not able to display more than 100 rows for an array. The
maximal value of elements in an array is preset in Enterprise Server to value 50.
This value however can be overridden by user configuration. Assuming that the
user value is higher than 100, then only the first 100 elements in the array can be
displayed in indexing form inside Enterprise Scan.
Behavior of other attributes – The behavior of other attributes related either to
the system node or to a category is inherited from Enterprise Server.
5. Click the Archive button to release the document together with additional
indexing data to Enterprise Server. In one indexing session, exactly one

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Chapter 31 Administering the Enterprise Scan Webinterface

document can be released. If more documents are sent (by accident or by

design), Enterprise Scan releases the first document only and halts the execution
for other documents. Enterprise Scan displays the following dialog box:

6. Decide whether the release operation shall continue or not. Basically, all other
documents can be released as versions of the first document. This behavior is
determined by the fact that the Document Name attribute is constant for all
documents on the stack:
• Select Yes to release the new version.
• Select No to skip the processing of the current document and proceed with
the next one.
• Select Cancel to interrupt the release operation immediately. Only the first
document is actually released.

Configuration
1. Configuration is implemented in the Livelink Administration page.
2. Locate the module Enterprise Scan Web Interface and click the link.

The Enterprise Scan Web Interface configuration page is displayed:

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 3. The page comprises the following configuration items:
Scan Group Name
Virtually, every user can access function Scan & Index. However, you can
specify a valid group name to make the function accessible only for members
of this group.
Leave the field empty to apply no restriction.
For more details about Livelink users and user groups refer to the Enterprise
Server documentation.
Enable Scanning Into Personal Workspace
This check box controls the access to Personal Workspace. Uncheck it to
avoid that the menu item Scan & Index is displayed for any of the folders
inside Personal Workspace.
Enable Scanning Into Enterprise Workspace
This check box controls the access to Enterprise Workspace. Uncheck it to
avoid that the menu item Scan & Index is displayed for any of the folders
inside Enterprise Workspace.

Important
Incorrect configuration of the module results in inaccessible functionality.
The menu item Scan & Index is not available for Personal and Enterprise
Workspace and virtually does not exist. The option Scan Group Name is
especially sensitive. A misspelled group name results in preventing all
Livelink users to use the function. This version provides neither Browse nor
Check buttons that would simplify the configuration of the field Scan
Group Name.

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Frequently Asked Questions

How do I write my own script in this scenario?
Scripting cannot be used in this scenario. All the profiles manipulation is made
on the Enterprise Server side and complete profile definition is delivered to
Enterprise Scan. This feature is designed to minimize the interaction between
Enterprise Scan and user in administrative mode. Profile definition includes
indexing form that is dynamically generated. The rules for form construction are
based on the category definition and system nodes attributes specified for a
given location in Enterprise Server.
How do I release a batch of documents to Enterprise Server in different locations?
You do not. This scenario is synchronous. The mainstream scenario is: you
navigate to Enterprise Server into desired location and select the menu item from
the folder pop up menu Scan & Index. Enterprise Scan is activated; you scan a
document, fill in required indexing data and release that document to Enterprise
Server. If you have scanned more documents then the same set of attributes is
used for all documents on the stack. When user issues a request to archive them
all then one document is created. All other scanned documents are eventually
released as a new version to the first document.

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Glossary
Administration Server
Server software component running on the Archive Server and responsible
(among others) for managing the Imaging Clients requests.
See also: Open Text Administration.

Archive Mode
Specifies the different archiving scenarios used by Enterprise Scan. The Archive
Mode is configured in the Open Text Administration.

Archive Server
Short term for Open Text Archive and Storage Services, formerly known as
Livelink ECM – Archive Server. The Archive Server stores the documents on
long-term storage media. It consists of several server software and services, a
database instance, connection to and management of storage systems, and
administration tools.

ArchiveLink
The interface between SAP and the Archive Server. The ArchiveLink DLL
ixar2_32.dll is used for communication.

Archiving and Storage Administration

See: Open Text Administration

Barcode
During mass scanning, the Enterprise Scan can detect barcodes or patch codes
and separate the documents automatically. Then the barcode or patch code is
displayed in the Index field of the Properties tab.

Batch
Hierarchical document attribute in Enterprise Scan. In the hierarchy of attributes,
batch is located above folder. Hierarchical attributes can be assigned to
documents automatically during scanning or manually. The attributes are
displayed in the Properties view.

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Glossary

Configuration files
Configuration files contain configuration information for a particular program.
When the program is executed, it consults the configuration file to see what
parameters have been set. Important configuration files for Open Text Imaging
Clients are the install.ini file, which contains the installation configuration
for Windows Viewer, DesktopLink, and Enterprise Scan, and the viewer.cfg
files, which contain the configuration of Java Viewer and Web Viewer.

DocTools
Programs for automatically processing documents in a Document Pipeline.

Document Group
In the Enterprise Scan you can subdivide the documents in several groups. These
groups can be used to divide the archiving tasks between several employees.

Document Pipeline
A collection of processing modules (DocTools) that are used, for example, to
transfer or otherwise process documents to and in the Archive Server.

Document Stack
All scanned or imported documents that are currently displayed in the
Enterprise Scan.

DPDIR
The directory in which the documents are temporarily stored while being
processed by the Document Pipeline.

Endorser
Some scanner models support endorsing, i.e. a stamp is printed on each scanned
sheet to confirm scanning. The endorser is displayed in the Properties tab in the
Enterprise Scan.

Enterprise Scan
Short term for Open Text Imaging Enterprise Scan. It is a component of Open
Text Imaging. Enterprise Scan is designed for mass scanning scenarios: you can
scan documents from various input sources, sort them into documents and
archive these documents.

FaxLink
Functionality of Enterprise Scan that connects Enterprise Scan to fax or mail
servers (Microsoft Exchange Server, Lotus Domino Server).

Folder
Hierarchical document attribute in Enterprise Scan. In the hierarchy of attributes,
folder is located below batch. Hierarchical attributes can be assigned to

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 Glossary

documents automatically during scanning or manually. The attributes are

displayed in the Properties view.

Index
Special collection of information used to locate documents or data objects more
rapidly during searches.
The scan operator can define the index information in a form before archiving
the document. The fields of this form are defined in Enterprise Scan itself, with
the TCP Modeler or on Livelink ECM – Enterprise Server.
The term Index has also a second meaning in the Enterprise Scan: In the Index
field of the Properties tab the recognized barcode or patch code is displayed (see
Barcode).

Indexing
Provision of additional information (index) to speed up search functions. When
record properties are indexed, values are entered in the properties fields of the
records. In general, user input is required here, or the values are automatically
extracted and entered from documents or from their context using special
processing modules (e.g. in a Document Pipeline).

Leading application
Software solution connected to a Livelink product, for example SAP, Siebel,
Microsoft Office SharePoint Server, ...

Livelink ECM – Archive Administration

See: Open Text Administration

Livelink ECM – Archive Server

See: Archive Server

Monitor Web Client

Short term for Open Text Monitor Web Client. It is a graphical user interface for
monitoring the Document Pipelines and additional data.

Open Text Administration

Formerly known as Livelink ECM – Archive Administration. Administrative tool
for setting up and maintaining the Archive Server and its components (archives,
devices, disk buffers, jobs, archive modes and users).

Open Text Archive and Storage Services

See: Archive Server

Open Text Imaging Enterprise Scan

See: Enterprise Scan

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Glossary

Open Text Monitor Web Client

See: Monitor Web Client

Patch code
See: Barcode

Registry
The Registry is an internal database used by Windows to store configuration
information. It is used as a replacement for configuration files, i.e. to manage
initialization data for applications.
You can edit the Registry directly with the Registry Editor (regedit.exe). Be
very careful, because errors in the Registry can prevent your computer from
functioning correctly.

Servtab files
Configuration files of the Spawner, which specify which DocTools and processes
to start and how.

Spawner
Service that starts and terminates the DocTools and processes of the Document
Pipelines.

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Index
Document Pipelinefor Oracle Applications
184
Export to Open Text Capture Center 181
2D barcode external storage 189
batch creation or assignment 126 field areas 173
classification into group 133 import from TCP 146
folder creation or assignment 126 importing Livelink attributes 151
recognition 96 importing Oracle Web Service attributes
separation 122 159
importing Records Management attributes
A 152
Add document attributes 179 index field 143
Administration indexing 142
configuration 223 indexing for SAP 165
downloading configuration 224 indexing Livelink attribute User 158
exporting configuration 223 indexing multi-row attributes from Livelink
importing configuration 223 156
sharing configuration 223 indexing TCP multivalue attributes 147
uploading configuration 224 indexing TCP relations 149
Advanced settings Init-Profile script 141
for archiving 196 Pre-Archive script 175
Application Remote Pipeline 187
leading storing in Livelink 190
See “Leading application” Areas
Archiving configuring 219
advanced settings 196 defining 217
configuration 178 Average
from leading application 240 cleaning method 121
Archiving scenario
TCP 137 B
Archiving scenarios 137 Backing up 245
Archiving settings confirmation 51 Document Pipeline directory 245
Archiving subprofile document stack 245
add document attributes 179 external storage repositories 246
archiving 178 Barcode
assigning third party libraries 170 batch creation or assignment 128
delete marked pages 180 classification 133
Document Pipeline 185 folder creation or assignment 128
Document Pipeline attributes 181 recognition 98

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Index

separation 123 Configuration Management settings

Barcodes workstation options 214
questions 308 Configuring
scripting example 293 archiving 178
Batch creation or assignment areas 219
by 2D barcode 126 input 71
by barcode 128 Confirming archiving settings 51
by patch code 129 Content extractor 104
by user 130 Content extractor with preview 106
Batch selection 27 Content overflow checker 118
Black (or white) speckles checker 119 Contract Lifecycle Management 198
Black border Contrast checker 117
detection 102 Conventions 14
Blank page Conventions in this documentation 14
detection 104 Copying and pasting pages to other
separation 124 applications 36
Blank page removal 130 Crop filter 108
Build number 307 Customizing
keyboard shortcuts 53
C toolbars 53
Capture Center
Archiving subprofile 181 D
CD-ROM Defining
Product ISO image 13 areas 217
Changing Defining archiving settings 231
document group, batch or folder 41 Delete
index 42 marked pages 180
Character compactness checker 118 Deleting
Classification pages 40
by barcode 133 Deskew (B&W) 109
by patch code 135 Deskewing
by user 136 specifying maximum angle 110
Classification into group specifying sampling frequency 110
by 2D barcode 133 DesktopLink
Cleaning method troubleshooting 248
average 121 Despeckle (B&W) 112
median 121 Dithering methods 299
Min-Max 121 Document
Color conversion 108 changing batch 41
Color reduction 299 changing folder 41
Concept 61 changing group 41
Configuration printing 44
downloading 224 Document groups 25
exporting 223 classification by user 136
importing 223 Document Pipeline 185
indexing 142 log files 258
sharing 223 monitoring 243
uploading 224 restarting 253
spawncmd utility 253

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 Index

troubleshooting 253 Floating view pane 35

Document Pipeline attributes 181 Folder creation or assignment
Document Pipelinefor Oracle Applications by 2D barcode 126
Archiving subprofile 184 by barcode 128
Document stack 24 by patch code 129
backing up 245 by user 130
Documents Folder selection 28
merging 39 Format checker 72
navigating through 34
selecting 34 G
separating or joining 38 Global function depot 280
sorting 21, 37 Gray scale 114
Downloading Group selection 27
configuration 224
DPI resampling 113 H
Dual stream Help 12
ISIS configuration 80 Customized 13
scanning 30 online help 12
Opening 12
E PDF 12
Endorser 25
Enterprise Scan 320 I
concept 61 Import
Product features 9 from TCP 146
program window 23 Importing
settings 53 configuration 223
starting 23 Livelink attributes 151
target groups 9 Records Management attributes 152
workstation options 209 Importing image files 36
Error messages 248 Index
Exit 25 changing 42
Export to Open Text Capture Center Index field 143
Archiving subprofile 181 Indexing
Exporting configuration 142
configuration 223 Livelink attribute User 158
External storage multi-row attributes from Livelink 156
Back up 246 TCP multivalue attributes 147
configuring as archiving device 189 TCP relations 149
configuring as input device 76 Indexing and archiving scenario
distributed scanning 77 Livelink 140
scanning from 28 SAP 139
TCP 137
F Indexing for SAP 165
Fax input Init-Profile script 141
Lotus Notes 90 Input subprofile 71
Microsoft Exchange 92 external storage 76
Feedback 16 fax input 90
File import 74 file import 74
File input 74

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Index

file input 74 settings 252

format checker 72 spawner 258
ISIS scanner 77 Log level 251
ISIS configuration Log messages 251
dual stream 80 LogSeverity 251
ISIS scanner Lotus Notes
advanced parameters 83 scanning from fax 30
configuring 77
Endorser parameters 85 M
Fujitsu parameters 89 Markers 43
image parameters 81 MaxCopiesOfLogFile 252
Kodak parameters 88 MaxSizeOfLogFile 252
page format 79 Median
ISO image cleaning method 121
Product ISO image 13 Merging
IXClient.log 250, 251 documents 39
Message box 248
J Microsoft Exchange
Joining scanning from fax 30
documents 38 Min-Max
cleaning method 121
K Monitoring
Keyboard shortcuts Document Pipeline 243
customizing 53 Move to
Knowledge Center group 37
technical information 247 position 37
useful Knowledge Center entries 247 Multi-row attributes from Livelink
Kofax certified scanners 90 indexing 156

L N
Landscape to portrait 114 Navigating 34
Late indexing scenario Note format 297
TCP 137
Leading application 15 O
archiving from 240 OCR 114
defining archiving settings 231 Open Text Capture Center
Legal guidelines 16 Archiving subprofile 181
Livelink Open Text Imaging Enterprise Scan 321
indexing and archiving scenario 140 Open Text Online 15
storing in 190 Oracle Web Service attributes
Livelink attribute User importing 159
indexing 158
Livelink attributes P
importing 151 Page processing 94
Livelink Barcode Module 198 Pages
Log files copying and pasting to other applications
Document Pipeline 258 36
IXClient.log 250, 251 deleting 40

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 Index

error detection 305 content overflow checker 118

importing image files 36 contrast checker 117
navigating through 34
rotating 35 R
selecting 34 Records Management attributes
Patch code importing 152
batch creation or assignment 129 Regular expressions 301
classification 135 scripting example 293
folder creation or assignment 129 Remote Pipeline 187
recognition 115 Reverse the order 38
separation 125 Rotating
PathOfLogFile 252 pages 35
PDF Files pages automatically 120
searchable 194
Permissions 221 S
Placeholders for notes 297 SAP
Ports 248 indexing and archiving scenario 139
Postprocessing Scanner questions
basic tasks 33 open special tabs for ISIS 307
Pre-Archive script 175 TIFF 307
Printing Scanning
document 44 dual stream 30
Processing subprofile 93 from fax 30
2D barcode recognition 96 legal guidelines 16
barcode recognition 98 starting 27
black border detection 102 Scenarios
blank page detection 104 indexing and archiving 137
color conversion 108 Scripting example
content extractor 104 barcodes and regular expressions 293
content extractor with preview 106 Scripting extension
crop filter 108 document processing 131
deskew (B&W) 109 Scripts 273
despeckle (B&W) 112 examples 284
DPI resampling 113 global function depot 280
gray scale 114 Searchable PDF files 194
landscape to portrait 114 Selecting
OCR 114 documents and pages 34
page processing 94 Sending
patch code recognition 115 scanned pages 44
quality indicator 116 Separating
rotation 120 documents 38
scripting extension 131 Separation
smoothing (color) 120 by 2D barcode 122
Profiles 63 by barcode 123
by blank page 124
Q by filename 125
Quality indicator 116 by nth page 125
black (or white) speckles checker 119 by patch code 125
character compactness checker 118 Settings 53

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Index

Sharing Windows Viewer 248

configuration 223 Typography 14
Smoothing (color) 120
Sorting U
documents 37 Uploading
Spawncmd configuration 224
displaying status 254 User options 54
list of commands 254
local and remote use 254 V
output samples 254 Views 24
overview 253 VirtualReScan 90
stopping and starting the Spawner 256
useful spawncmd commands 256
Spawner W
log file 258 Webinterface
spawncmd utility 253 administering 313
Speckle Windows Viewer
size 113 troubleshooting 248
type 113 Working with profiles 63
Starting Workstation options 209
Enterprise Scan 23 Configuration Management settings 214
Statistics 250 configuring document groups, batches and
Status bar 25 folders 212
Storing in Livelink 190 configuring document index 211
configuring global script functions 212
configuring scanning view 213
T general 210
Target groups 9
TCP
archiving scenario (late indexing) 137 Z
import from 146 Zooming 34
indexing and archiving scenario 137
TCP multivalue attributes
indexing 147
TCP relations
indexing 149
Third party libraries
assigning 170
Thumbnails
configuration 55
view 24
Toolbars 24
customizing 53
Trace messages 251
Tree view 41
Troubleshooting 248
DesktopLink 248
Document Pipeline 253
general recommendation 247
message box 248

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