Metadata description

ScanFlowStore uses metadata for multiple purposes.

Once document management fields have been defined in the scan template, ScanFlowStore can use the value of these fields. The notation for these fields is the field name enclosed in brackets. For example, if a document management field has been created with the field name Invoice, the value of the document management field can be used in ScanFlowStore with the notation [Invoice].

The fixed meta data is:
[d] timenotation day of the month the scan is made, without a zero (example 1).
[dd] timenotation day of the month the scan is made, with the zero (example: 01).
[M] timenotation month the scan is made, one digit notation (example: july = 7).
[MM] timenotation month the scan is made, two digit notation (example: july = 07).
[MMM] timenotation month the scan is made, short notation (example: august = aug).
[MMMM] timenotation month the scan is made, long notation (example: august = august).
[y] timenotation year the scan is made (only last number of year: 2001 = 1).
[yy] timenotation year the scan is made (short notation: 2001 = 01).
[yyyy] timenotation year the scan is made (long notation: 2001 = 2001).
[h] timenotation scan hour (12-hour clock) with format : 01-01-2001 1:01:01 pm.
[hh] timenotation scan hour (12-hour clock) with format : 01-01-2001 01:01:01 pm.
[H] timenotation scan hour (24-hour clock) with format : 01-01-2001 9:01:01.
[HH] timenotation scan hour (24-hour clock) with format : 01-01-2001 09:01:01.
[m] timenotation minutes, 1 digit notation.
[mm] timenotation minutes, 2 digit notation.
[s] timenotation seconds, 1 digit notation.
[ss] timenotation seconds, 2 digit notation.
[Q] timenotation annual quarter.
[NOW] timenotation the current time is displayed in combination with the code above depending on the time setting of the server.
[SEQ >] starts with the default value and then sequentially numbers each scan (example [SEQ100] first number is 100 then 101 and so on).
[ORGDOCTIME] original time of the document.
[ORGDOCNAME] original name of the document.
[MAINCOUNTER] counts how many times all the triggers together are used.
[TRIGGERCOUNTER] counts how many times an individual trigger is used.
[PAGENUMBER] gives the pagenumber of a page that is in a document. Can only be used in the Bates stamp module.
[TOTALPAGES] gives the total number of pages of a document. Can only be used in the Bates stamp module.
[JobTemplateName] the name of the Job Template (XST file).
[DocObjName] the document name specified in the Job Template.
[RepositoryAlias] Repository Alias specified in the Job Template.
[NetworkUsername] name of the user. Only works if LDAP authentication is enabled on the scan device.
[TO] value that is specified in the to field of the imported e-mail. Only works if the Email in module is used for importing files.
[FROM] value that is specified in the from field of the imported e-mail. Only works if the Email in module is used for importing files.
[SUBJECT] value that is specified in the subject field of the imported e-mail. Only works if the Email in module is used for importing files.
[BODY] value that is specified in the body field of the imported e-mail containing the text of the processed e-mail message. Only works if the Email in module is used for importing files.
[QDESTINATION] gives the path to the stored scanned document. Only works if the file is physically stored in a folder, this may be a local folder or a network share.
[QDEVICENAME] the host name of the scan device that was used to perform the scanjob.


The user metadata is:
Please note that user metadata can only be used if authentication is enabled on the scan device.
Please read Device for more information about authentication.
[QDOMAIN] the domain the authenticated user is a member of.
[QUSERFULLNAME] the full name of the authenticated user.
[QUSERHOMEDIR] home directory of the authenticated user.
[QUSERMAIL] e-mail address of the authenticated user.
[QUSERNAME] username of the of the authenticated user.


Examples:
[NOWdd] indicates the day the document is being processed while [dd] indicates the date when the document was scanned.
invoice_[SEQ0010] indicates a file name or folder with the value Invoice_0010.pdf and then invoice_0011.pdf , etc.

Formatting metadata:
Metadata can be formatted in ScanFlowStore to allow for both user input and static data to affect the way that the metadata is presented. This makes it possible for users to input the page number to start counting from when applying a Bates stamp, or to use a specified number inside of a file name to start sequentially counting from when doing batch scanning. This can be done with either a metadata question, a barcode value or with static data. Regardless of the source of the data to format with, the data must be a numeric value.

Examples:
[PAGENUMBER00002] indicates that the page numbering of the Bates Stamp for each scan will start from 2 with 4 leading zeros.
[PAGENUMBER[StartingPage]] indicates that the page numbering of the Bates Stamp for each scan will start from the number specified in the metadata [StartingPage].
Invoice_[SEQ0010] indicates a file name with the value Invoice_0010.pdf and then Invoice_0011.pdf, etc.

Making metadata mandatory:
If ScanFlowStore is configured to use metadata as a file name and a user fails to enter a value, ScanFlowStore will automatically generate a file name and store the file. There are scenarios that a user doesn’t want this to happen and would like the scan to be treated as an error. In that case make metadata mandatory, by adding the ! symbol between the brackets like [! invoicenr] instead of using [invoicenr]. This way ScanFlowStore knows that this metadata field can not be empty. If the meta data is empty ScanFlowStore will treat the scan as an error and therefore store the scan in the error directory.


Exclude metadata field from shortcut lookup:
If zi=Zorin Industries is added as a shortcut ScanFlowStore will replace every occurrence of zi with Zorin Industries. There are scenarios that a user does not want this to happen, therefore exclude a metadata field from the shortcut lookup, by adding the ^ symbol between the brackets of the metadata field that needs to be excluded from the shortcut lookup, like [^companyname].


Splitting meta data values:
Within ScanFlowStore it is possible to split up variable metadata. Therefore more possibilities can be created. Indexes will be used to do so. Below are some examples of the extra functionality ScanFlowStore offers for variable metadata. It contains 3 indexes: abcd, ef and ghi. They are separated by the separation sign -.

VALUE = abcd-ef-ghi

[VALUE] - abcd-ef-ghi
[VALUE(1,2,3)] - abc
[VALUE(1-3)] - abc
[VALUE(2-)] - bcd-ef-ghi
[VALUE(6-10000)] - ef-ghi
[VALUE(-6)] - abcd-e
[VALUE(4-1)] - dcba
[VALUE(’-’,3)] - ghi
[VALUE(’-’,3,2)] - h

This functionality cannot be used in combination with the following fixed metadata:
[SEQ],[dd],[mm],[Q], and other time-related metadata
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