INSTALLATION BATCH IMPORT. Visit us on the Web

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BATCH

IMPORT

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Introduction

Why Batch Import?

eclipse provides file capture capabilities such as scanning and importing for day-to-day operations of the average user. However, you may find yourself in situations where you need something more powerful. For example:

• You may have a multifunction peripheral (aka MFP) or a network scanner out on the floor that all employees use to make copies and scans of files and you’d like to utilize this device for eclipse. • You have a file repository on a hard drive or network share and want to import all of those files. • You may receive data, in bulk, from headquarters or from a 3rd_{party on a routine basis.}

eclipse’s Batch Import features can be used in all of these situations to import large quantities of files into your site.

In this tutorial, you will learn how to install eclipse client services and configure Batch Import features.

Lessons

This tutorial is divided into the following lessons:

Lesson 1. Defining User Access to Batch Import Features Lesson 2. Installing Client Services

Lesson 3. Overview of Common Batch Import Features

Lesson 4. Configuring Batch Import Type: Directory

Lesson 5. Configuring Batch Import Type: CSV

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Lesson 1 : Defining User Access to Batch Import Features

In this lesson, we will grant users and/or groups permission to access batch import features in your eclipse site.

Configuring User’s Admin Permissions to Access Batch Import settings

To access Batch Import settings, users and/or groups must have appropriate site permissions.

1. Using an administrator account, Click the Admin tab

2. Select Users (or Groups) and locate the user account (or group) that you’d like to give Batch Import access to

3. Under Admin Permissions, enable the Batch Import permission by checking the checkbox

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Lesson 2 : Installing Client Services

To access Advanced Capture features, including Batch Import, it is necessary to install Client Services.

Installing Client Services

Click on the Capture tab, then click the Install Client Services button to launch the setup.

Use of eclipse Client Services requires that Microsoft Silverlight v5 is installed on your pc or mobile device. Click here to learn more about Silverlight.

Once client services are installed, the Capture window’s appearance will change:

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Lesson 3 : Overview of Batch Import Features

In Lesson 1, you prepared the site by granting users and/groups access to Batch Import and, in Lesson 2, you prepared your PC by installing eclipse client services. In this lesson, we will take a closer look into Batch Import features.

How to Access Batch Import settings

1. Click on the Capture tab

2. Click on the Import accordion to expand advanced import features

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Batch Import Common settings

The first thing you may have noticed is that there are different types of imports that can be defined. We will go through each of these types in later lessons. For now, let’s review the features that are common to all types.

Scheduling Imports

Imports can be run “now” or can be scheduled to run at specific times or intervals.

Saving Batch Settings

After you’ve configured your batch settings, you can save them for future use. To do so: 1. Select – New – under Batch Settings and, to the left, give your settings a name.

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Lesson 4 : Configuring Batch Import Type: Directory

This type of import (Directory) is a great “all-purpose” import and is used regularly. A folder is created on a user’s pc (or somewhere on the network that users can access). When a file is placed in the directory, Batch Import “sweeps” it out of the folder and imports it into eclipse.

This type of import is also known as a “drop folder” or a “sweep folder” and is commonly used with MFPs (multifunctional peripherals) and network scanners as these devices can be configured to store resulting scans to a network location. In preparation, you only need to share out the designated folder and configure the device to store files to this location. If you are unsure of how to do this, consult your IT personnel or the device manufacturer.

Note that this type of import isn’t only for network devices. They are also great for files that are already in digital format. Files such as email attachments, downloaded PDFs, word forms, excel spreadsheets, etc can all be save to an import directory and imported into eclipse via Batch Import.

HowTo Import from a Directory

Follow the steps below to configure a batch import type : directory: 1. Create a folder on your system:

Right-click in the desired location, then select New -> Folder

Note the location of the folder Example: C:\AutoImport

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3. Select Import Type Directory 4. Enter the path of the import folder

5. Select content type to assign to all files imported from this directory. 6. Configure scheduling options (See Lesson 3)

7. Save import settings (See Lesson 3)

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Lesson 5 : Configuring Batch Import Type: CSV (aka Delimited Flat File)

You may encounter situations where you have a batch of files and a single, master index file for the batch. These situations are often encountered when data has been exported out of another application. It may be that a customer, vendor, client or headquarters could have exported a large group of documents from their system and have sent them to you for your system.

When you encounter situations like this, a CSV import should do the trick.

Sample CSV / Delimited Flat File

Below is an example of a CSV / Delimited Flat File:

HowTo import with CSV / Delimited Flat File data

Follow the steps below to configure a batch import type : CSV: 1. Create a folder on your system:

Right-click in the desired location, then select New -> Folder

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2. Place a sample file(s) and the CSV file in the directory

3. Login to eclipse, then select the Capture tab, and then click on Batch Import 4. Select Import Type CSV

5. Click on File button and browse out to the master file that you will be importing from

6. Click the Get Fields button ( ) to get the field names from the CSV file 7. Map the CSV fields to eclipse fields:

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B. To the right, select the eclipse field that you’d like to map the CSV field to

C. Click on Add Mapping Button to add the field mapping

Don’t forget to map the filename in the CSV to the Path in eclipse.

D. Repeat for all fields that you’d like to map to

E. If you’d like to save these field mappings for future use in other CSV Imports, Enter a name for the mappings then click save

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Example settings for CSV Batch Import

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Lesson 6 : Configuring Batch Import Type: XML

An XML import is similar to a CSV import. In this case, the documents to be imported are accompanied with an XML file containing index information. XML files are commonly created by the device that created the scan or from an export from another application.

If each documents has it’s own XML file, the XML filename must match the name of the file it is paired with.

Sample XML

Below is an example of an XML file:

Note that not all XML files are alike. They could have different tags, fields, and values.

HowTo import with XML data

Follow the steps below to configure a batch import type : XML: 10. Create a folder on your system:

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11. Place a sample file and it accompanying XML file in the directory

12. Login to eclipse, then select the Capture tab, and click on Batch Import 13. Select Import Type XML

14. Click on Directory button and browse out to the directory that you will be importing from

15. Enter the XPATH format to access the fields used for indexing

XPATH is case sensitive. Be sure to match the fields to that of the XML.

16. Click the Get Fields button to get the field names from the XML file

17. Map the XML fields to eclipse fields:

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B. To the right, select the eclipse field that you’d like to map the XML field to