Importing documents from the electronic file cabinets of other manufacturers can be done via standard DocuWare functions, if certain requirements are met. In some cases, preliminary conversion or export may be necessary. As an alternative to the method described below, the document can be imported with the help of the DocuWare TOOLKIT.
Requirements
In order to import documents from the electronic file cabinets of other manufacturers via the standard DocuWare functions, the following requirements must be met.
Documents must exist in one of the following forms:
One- and multi-page documents exist in single (possibly multi-page) files.
One-page documents exist as individual files, multi-page documents exist in several files with the same file name and their page number as their file extension.
One-page documents exist as individual files, multi-page documents exist in several files within one sub-directory.
Each document's file name must have a unique criterium for allocating it to index terms.
The index terms associated with the documents must exist in the following forms:
Associated with each document is a file containing the index terms in DocuWare ACTIVE IMPORT meta index format. If the format of the text file does not correspond to the meta index format, it is possible for an external program to change the file.
A database which is accessible via the ODBC interface contains all index terms for all documents, including a unique allocation criterion.
A text file contains the index terms including a unique allocation criterion for all documents.
Procedure
Prepare DocuWare
First create the file cabinet in which the documents you want to import are to be filed, or select an existing one. Ensure that the database structure is suitable for taking the keywords of the non-DocuWare file cabinet, and that there is sufficient storage space for the documents.
Ensure that the file cabinet has an additional text field available for taking the file names of the documents to be imported. This field does not have to be displayed to the user afterwards.
Select an empty DocuWare basket with sufficient memory to take the set of documents to be imported, or create a suitable one.
Configuring ACTIVE IMPORT
This is a brief description of how to configure ACTIVE IMPORT; please refer to the ACTIVE IMPORT help if you need more details.
Open the ACTIVE IMPORT window and create a new job. In the Wizard, select the options you require.
Here is a summary:
Select the job type
Select a file job and give it a meaningful name.
Source
Specify the location of the documents to be processed. This allows a very exact specification. For example, you can specify whether each document has its own sub-directory, or whether page numbers are part of the file name or the file extension. Please note that ACTIVE IMPORT will delete the source files during import unless you deactivate that option.
Document preparation (with ACTIVE IMPORT license only)
In the document preparation zone you can integrate external programs, convert the index files to meta index format, or evaluate the meta index files
Target
The target zone is for specifying the basket and the file cabinet where you want to store the documents.
Index assignment
IUse the Index assignment zone when using external data for expanding the index to enter the file name into the appropriate field of the file cabinet.
Index expansion - database
Specify the database that holds the index terms. If this requires access to a database via ODBC, you need a license for ACTIVE IMPORT
Index expansion - fields
Specify the mapping (assignment) of the fields in the file cabinet to the fields in the external data source. One of the fields – the file name – is marked as the match code. The match code indicates which external record is to be added to which document
Extras
There is usually no need to make any changes on the Extras tab.
Starting the import
As soon as you have complete the configuration of ACTIVE IMPORT you can start the ACTIVE IMPORT job. All documents in the source directory are automatically stored in the DocuWare file cabinet. Please do a test run first to make sure the job has been configured correctly.
You can find continually updated tips and tricks on our homepage under http://www.docuware.com (see http://www.docuware.de - http://www.docuware.de) in the section Service & Support.
DocuWare Administration
6.1
General
6.1.1
Opening DocuWare Administration on Windows 7
If User Account Control is enabled, you can only open DocuWare Administration as a local Windows administrator. Regardless of where you open DocuWare Administration from, the following dialog pops up:
A local Windows administrator must log on here and then DocuWare Administration will open as usual.
6.1.2
DocuWare Service Control under Windows 7
You must run DocuWare Service Control as a Windows administrator on Windows 7. If you open it using the icon in the notification field and try to start or stop a service, Control closes after a prompt appears, which you must confirm with Yes. The system checks whether the user logged in is a local Windows administrator. If this is the case, you can open Control again and start and stop the services as usual. In the case of a normal user, User Account Control opens. If you now enter an
administrator password, you can control the services via Control. Alternatively, to open Control directly as an administrator, navigate in the file system to the DocuWare.ServiceControl.exe file and open this using the Run as administrator context menu command. Log in as a local Windows administrator.
6.1.3
Locking data in DocuWare Administration
The different areas within DocuWare Administration can only be opened in read/write mode by one administrator at a time. Any additional attempts at accessing an already opened area will be in Read-Only mode, which means the data cannot be edited.
6 DocuWare Administration
If, for example, a System administrator is editing the DocuWare system settings, this particular area is locked and cannot be accessed in Read/Write mode by anyone else; though it is possible for an Organization administrator to make changes to the organizational settings. The same applies for the file cabinet administrators of the individual file cabinets.
The levels to which locks apply are: the DocuWare system, the organization, and the individual file-cabinets
6.1.4
External connections
This is for specifying one or more external connections. An external connection is the address of either a firewall or a computer through which the external connection is routed.
6.1.5
Local Connection Settings
DocuWare Administration provides the Local – Local Connection Settings menu command for
customizing the connection settings to the current workstation, i.e. the Authentication Server and the settings for the communication between Authentication Server and the local computer. Usually, the settings are defined during installation. Changes must be made only if you need to change the communication settings or if additional Authentication Servers from other DocuWare installations are to be used.
The settings defined here are written to the configuration file (*.config), firstly to the one that belongs to the workstation and is saved in
HKEY_LOCAL_MACHINE\Software\DocuWare\DocuWare\500\LOCALPATH, and secondly in the one belonging to DocuWare Administration, which is saved in LOCALPATH\AdminTool.