Creating a trigger with metadata lookup

In this example a trigger for scanning invoices will be created. The documents are scanned on a scan device and therefore the Xerox Multifunction Device module will be used as the Scan module. The user will be asked to give in a account code and this account code will be looked up in an XML file. The account code (metadata) is used, after it is found, for creating a subfolder for storing the scanned document.

The scanned document will be converted to a text searchable PDF file and therefore Advanced image processing will be used as the Flow module. After the document is converted the document will be stored in a Windows folder and therefore Winshare will be used for the Store module.

1. Launch ScanFlowStore.
2. Before a new trigger can be created the ScanFlowStore process needs to be stopped. Check the process by viewing the process status that is listed in the left corner at the bottom of the ScanFlowStore window. If the process is started click the red square button (process stop) to stop the ScanFlowStore process.
   

   

3. A trigger can be created in three different ways, first select the Triggers item that is in the treeview at the left of the ScanFlowStore screen.
   

   

   
   Then choose one of the following:
   • Click the toolbar button with the document icon
   • Right-click on the Triggers tree view item and select Add
   • Use the menu options: Edit > Add
4. Because documents that are scanned on a scan device will be imported, select Xerox Multifunction Device from the dropdownlist.
   

   

5. Please fill out the following settings to import the scanned documents:
   • Enable: tick this option to activate the trigger. 
   • Title: the name of the trigger. In this example Invoice.
   • Description: optionally an additional description can be added. In this example Trigger for processing invoices.
   • Scan every: specify the time interval that ScanFlowStore checks the import folder for scanned documents. In this example every 10 seconds.
   • Questions: questions can be specified to ask a user. The questions will pop-up on the scan device if the user selects this scan template. One question is added in this example. A user will be prompted to give in the account code. This account code will be looked up in an XML file. Please follow instructions below for adding a question:
     1. Double click on the empty row of the questions grid. The following screen will appear:
        

        

     2. Define the name of the metadata field in this case accountcode. The metadata name is not case sensitive and cannot contain spaces.
     3. Define the title. This will be the actual question a user will see on the multifunctional device after selecting the scan template. In this example Account Code.
     4. Check the option Required.
     5. Select the type of question. In this example LOOKUP.
     6. Select which Module to use. In this example XML.
     7. Select in which Source to search. In this example Creditors.xml. A question to load the data from the source will appear. Click Yes.
     8. Select which field of the XML will be used as the metadata value. In this example Accountcode
     9. Select which field of the XML will be displayed on the scan device. In this example Name.
     10. Click OK to save the settings.
         

         

     11. There is now one question added to the trigger.
6. To convert the scanned document to a text searchable PDF the Advanced image processing module is used. Select the Advanced image processing module.
   

   

   
   Make sure the following settings are configured properly:
   • File conversion: select the file type that the scan document should be converted to. In this example Searchable PDF.
   • OCR: select the OCR language. Choosing the right language will improve the OCR functionality. In this example English.
7. Click Next to go to the Store module. To store the text searchable PDF in a Windows folder the Winshare module is used. Select the Winshare module.
   

   

   
   Make sure the following settings are configured properly:
   • Folder: select the path were the text searchable PDF should be stored. In this example C:Archive Invoice.
   • Subfolder: start with the dynamic creation of paths. The Subfolder will be populated with the account code that is populated via the question that was added to the trigger. The name of that question is accountcode, to populate the Subfolder use the following format: [accountcode]. Type this in manually or use the metadata browser by clicking on the icon that is next to the Subfolder input field. For information about using the metadata browser click here.
   • Filename: the file name to be used for the text searchable PDF. This field will be left blank ScanFlowStore will generate a file name.
8. Click Next to go to the Options module. This module can remain as is. Click OK.
   

   

9. The trigger is now ready to be published to a scan device. Please read Publish a trigger to a scan device for more information.