Creating document index fields based on your existing SharePoint columns

After selecting one of the available SharePoint lists found on your SharePoint site and selecting the Document Type, the SharePoint columns will be displayed.

The Column Type will be shown and the Required checkbox will be checked if the column is required by your SharePoint list.

By default the Create Index checkbox will be checked for all column types that may be populated by the automatically created and configured index fields. If you do not want to populate a specific column or do not require a new Index field to populate a specific column, then uncheck the Create Index checkbox.

2-82 A-61750 September 2015 As an example of when to uncheck the Create Index checkbox imagine that the SharePoint column Full Name is to contain a persons name in the form

‘last name, first name’. Two existing index fields, ‘First Name’ and ‘Last Name’, will be used to populate this column. The mapping of these two index fields will be done later, for now uncheck the Create Index checkbox for the ‘Full Name’ column as an index field ‘Full Name’ is not needed.

An Input Format will be recommended for each new index field based on the data requirements of the SharePoint column. You do need to change the recommended format unless you want to further restrict the data range or data type.

A Default Value will be shown if a default value has been specified in

SharePoint for the column. You can change an existing value or add a default value if a value is not shown by selecting the drop-down list. A list of

predefined values, including any defined bar code, OCR or mark detection zones will be displayed. If you require a more complex default value, select Edit. You can define the default value using one or more predefined tags or fixed strings.

The Status column will indicate if there are any issues in creating an index field. Selecting a row containing the indication will display a status message in the area below the Edit button. This symbol indicates that an index field will not be created for this SharePoint column. In most cases this is because the column type may not be automatically created by the application. For example the column type calculated requires references to other SharePoint columns that are not known by the application. You can create an index field for this column by checking Create Index.

Selecting a row containing the indication will display a status message in the area below the Edit button. The status message will describe the problem and how it can be resolved. This symbol indicates that there is a problem creating the index field that must be resolved before continuing. You can uncheck the Create Index checkbox if the index field is not needed.

To add or edit other index field parameters such as Output format, Substitute Characters and List (for drop-down index fields), select the row for the appropriate index field and click Edit.

Step 3. SharePoint setup: Selecting values to populate SharePoint columns

Now that you have created index fields, you can use these index fields along with system values (Job name, Batch name, date, time, etc.), OCR, bar code mark detection zone values or combinations of these values to populate your SharePoint columns.

The SharePoint columns that require a value are shown at the top. By default the index field created in Step 2 is used to populate the column. To select a different value, select the SharePoint column and select the change control icon. You can select one or more items from the list, including fixed text strings enclosed in double quotes. For example "Created : "<DATE_DDMMYY>.

Any SharePoint column that was not included in Step 2 (Create Index checkbox not checked) will not show a default value. This is because no index field was created for this column. You can still define a value for this column using other index fields, system values, OCR, barcode or mark detection zone values or a combination of these values.

NOTE: The SharePoint Name column will define the name of the file stored in SharePoint. Step 4 describes how to group images.

If you group by Multi-Page for each document, then each document must have a unique name. For example Name can be

<DOCUMENT_SEQUENCENUMBER>.

If you group by Single page, each image must have a unique name which means the Name column must contain a value that will be unique for each image. For example Name can be

<IMAGE_SEQUENCENUMBER_DOCUMENT>.

2-84 A-61750 September 2015 Step 4. SharePoint setup: Defining storage options and paths

The last step is to specify the format of the images and where you want to store the images in SharePoint.

The Starting Folder is the path to an existing folder in the current SharePoint site. The image paths you specify for All, Black & White and Color/Grayscale will start at this folder. Select Setup to view the available folders.

If you have Black & White and Color/Grayscale images and all the images are to be stored at the same location using the same image format, select the All checkbox.

Select the file type (Text, TIFF, PDF, etc.) for your output. Select Options to configure the file format for the file type you selected. For a description of the file format dialog boxes see the section entitled, “Setup options for File (1) and File (2)” in Job Setup: Output tab later in this chapter.

You can specify a folder location for the image in the box below the file type.

Select Setup to build the folder location from available system and field index values.

NOTE: The Setup buttons allow you to specify the path and folder name in which to store images (SharePoint documents). Each document must have a unique path and name or the document may be overwritten. If versioning is configured, a duplicate filename error may result. Verify that the SharePoint Name you choose in Step 3 is compatible with the path and image grouping selection.

If you only have Black & White or Color/Grayscale images or you want to have different file types for your Black & White and Color/Grayscale images, select the Black & White and Color/Grayscale checkboxes.

To check-in documents to a SharePoint document library that has versioning enabled, check the Check in after uploading checkbox. If your SharePoint list does not have versioning enabled, a warning will be displayed and the box unchecked. You can check-in documents with a major version number (1.0) or with a minor version number (0.1). If your SharePoint is not configured to allow minor version numbering, a warning will be displayed and the major version number selected.

NOTE: When SharePoint versioning is enabled, you may also need to configure SharePoint to Require check out.

When checking in, you can include a Check In Comment. The comment may be a fixed message or click Setup to build a comment using system and index values. For example: <STATION_NAME>" : " <USER_NAME>.

The predefined index Image Sequence number (batch) can start at a specific number by checking the Continuous image numbering from checkbox and providing a start value.

NOTES:

• Checking the Continuous image number from checkbox does not change the Image Sequence number (document) start value.

• Before starting the wizard it is recommended that you create any barcode OCR or mark detection zones that you want to include in the output to SharePoint.

Launch the SharePoint Index Setup wizard by:

• Selecting File>Job Setup, then select the SharePoint Index Setup Wizard button at the bottom of the Job Setup dialog box.

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