Separator Destinations

This topic will help you add a destination. Think of a destination as a way of telling Enterprise Organizer Pro where and how to save the file. A destination tells Enterprise Organizer Pro:

  • Where to save the file
  • What file format to use
  • How to name the file

"Fixed" Location or "Relative" Location?

A separator will always save the file. This can happen in one of two ways: the file can always go to exactly the same place (fixed location), or it can go to your current location in Enterprise Organizer Pro (relative location).

Relative locations are designed for scanning in the Manage tab. For example, suppose that a doctor’s office always names patient intake forms the same way. They create one separator for each of the intake forms. When a patient hands in their forms, the office staff:

  1. Puts the proper separator on each form
  2. Selects the patient’s drawer in Enterprise Organizer Pro
  3. Scans the stack of forms

Enterprise Organizer Pro will break apart the stack at the separators and save each file into the patient’s drawer using the right filename.

You can go a step further by sorting the files into subfolders. Just specify the names of any subfolders you want to use in the Subfolder field. Here are some examples:

intake forms
formsintake

The first example would save a file like this:

[patient drawer]intake formsform.pdf

The second example would save a file like this:

[patient drawer]formsintakeform.pdf

File Type

Select the format that you want to use for the file.

PDF
This option produces a PDF file with the original scanned image. If you use the Make Searchable PDF option when you scan or run OCR, this will be a searchable PDF.
TIFF Image
This format is an image of the original file. There is no actual text. The file will look like the original, but you won’t be able to search its contents or copy any text from it.
Text
A text file only contains text extracted from the original image. It does not include the image itself. Text files are searchable, and you can edit them in any word processor. You might select this option if you only care about the text of the document and the formatting does not matter.

Include Dated Subfolder

Use this option to organize the files by date. This will put the files in dated subfolders within the destination folder. Note that the dated subfolders are only created on days when files actually get saved to this destination. If no files are saved here on a given day, there won’t be a dated subfolder for that day.

The dated subfolder can have a few different date formats. Select the format you prefer on the Date Format list.

Use Naming Options

Select this option if you want to use dynamic file names. See Naming Option Basics for more information.

NOTE: If you don’t use naming options, Enterprise Organizer Pro will use the original document name, if available, or a generic document name.

What about Naming Conflicts?

Enterprise Organizer Pro will never overwrite an existing file, even if there is a name conflict. When a name conflict happens, Enterprise Organizer Pro will counters to keep names unique. For example, suppose that the file "scan.pdf" already exists. Enterprise Organizer Pro needs to place a new file, also called "scan.pdf", in the same folder. Enterprise Organizer Pro will save the new file as "scan 01.pdf" to prevent a conflict. If another "scan.pdf" comes along later, Enterprise Organizer Pro will save it as "scan 02.pdf", and so on. You can customize the format of the increment value by setting up a naming option.

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