The SharePoint Index Setup provides a quick, easy way of configuring a Capture Pro Software job setup for use with your existing SharePoint site.
The setup wizard will guide you in connecting to your SharePoint site, creating index fields to populate SharePoint columns and defining storage paths for images.
The wizard is aware of SharePoint data types and will recommend index field formats to ensure properly formatted and ‘in range’ data capture. In the case of columns of type ‘choice’, the wizard will populate a drop-down list with the acceptable data values.
The SharePoint Index Setup Wizard will guide you through four steps:
Step 1: SharePoint setup: Create, Edit, Select SharePoint Connection 1. Select a ‘connection’ to the SharePoint site where you want to place the
batch images and data. A connection specifies the Host name, Site name and the Credentials required to access the site. You may provide a meaningful name to the connection for future use.
If no connections have been defined, the Create a SharePoint connection dialog box will be displayed.
1. Enter a Host name for the connection. You will use this name to refer to this specific SharePoint site.
2. Enter the credentials, if required, to access this SharePoint site.
3. Enter the Host name. For example: https://my-SharePoint-host.
4. Enter the Site name. If the host name and credentials are correct, you can click Browse to select the available sites.
Step 2. 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 if you do not require a new Index field to populate a specific column, then uncheck the Create Index checkbox. If you want to create an index field for a SharePoint column that is not checked, check the Create Index check box and then click Edit to configure the index field. You will have the opportunity later to specify the data that is to be stored in a column.
As an example of when to uncheck the Create Index check box 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 should not need to change the recommended format unless you need 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 may change an existing value or add a default value if a value is not shown simply be selecting the drop down list. A list of default predefined values, including any defined bar code or OCR zones will be displayed. If you require a more complex default value, select Edit. You will
4-42 A-61635 December 2010 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 column that are not known by the application. You may choose to 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 may 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 check box 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 may use these index fields along with system values (Job name, Batch name, date, time, etc.), OCR zone values, Bar code 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 may still define a value for this column using other index fields, system values, OCR and bar code zone values or combinations of these values.
TIP: The SharePoint Name column will define the name of the file stored in SharePoint. In Step 4 you will decide how to group images.
If you group by Multi-Page for each ‘Document’, then each document must have a unique name. For example ‘Name’ may 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’ may be
<IMAGE_SEQUENCENUMBER_DOCUMENT>.
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. You may 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 then 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.
You may specify 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.
TIP: 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
4-44 A-61635 December 2010 If you only have Black & White or Color / Grayscale images or you would like to have different file types for your Black & White and Color / Grayscale images then select the ‘Black & White’ and ‘Color / Grayscale’ check boxes.
To check-in documents to a SharePoint document library that has versioning enabled check the Check in after uploading check box. If your SharePoint List does not have versioning enabled a warning will be displayed and the box unchecked. You may 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.
TIP: When SharePoint versioning is enabled, you may also need to configure SharePoint to ‘Require check out’.
When checking in, you may 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 called ‘Image Sequence number (batch)’ can start at a specific number by checking the Continuous image numbering from checkbox and providing a start value.
NOTE: Checking this box does not change the ‘Image Sequence number (document)’ start value.
TIP: Before starting the wizard it is recommended that create any barcode and OCR 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.