Import Mapper - DocuPhase s/Import...Import Mapper Advanced User Manual 6.1 Page 4 of 24...

Import Mapper

Advanced User Manual

Version 6.1

DocuPhase Corporation

1499 Gulf to Bay Boulevard, Clearwater, FL 33755

Tel: (727) 441-8228 – Fax: (727) 444-4419

Email: [email protected]

Web: www.DocuPhase.com

http://www.idatix.com/

Import Mapper Advanced User Manual 6.1 Page 2 of 24

Copyright © 2000 – 2017, DocuPhase Corporation, All rights reserved.

All rights reserved. No part of the contents of this publication may be reproduced,

transmitted, transcribed, stored in a retrieval system, or translated into any language in any

form without written consent from DocuPhase Corporation.

This software product, including the manual and media, is copyrighted and contains

proprietary information that is subject to change without notice. The software may be used

or copied only in accordance with the terms of the license agreement.

DocuPhase is a registered trademark of DocuPhase Corporation. All other trademarks are

acknowledged as the exclusive property of their respective owners.

Version 6.1 -- 1.23.2017


Table of Contents

Introduction ............................................................................................................................. 4

Welcome to Import Mapper .............................................................................................. 4

Purpose and Assumptions ................................................................................................ 4

Foundational Terminology ................................................................................................. 5

Client Support Services Contact Information ................................................................. 6

Import Mapper Product Overview ........................................................................................ 7

Working with Import Mapper ............................................................................................ 15

Import Mapper Tips and Tricks ...................................................................................... 21

Importing – Automatic Mapping by Position ........................................................... 21

Exporting/Importing – Automatic Mapping by Column Name ............................. 22

Importing – Automatic Mapping by Position ........................................................... 22

Appendix A: Import Mapper Installation ......................................................................... 23

Prerequisites & Minimum Requirements .................................................................... 23

Import Mapper Log in ...................................................................................................... 23


Introduction

Welcome to Import Mapper

Import Mapper is a utility that is able to perform a seamless import of existing images and

their associated index field values from external data sources into DocuPhase.

Once an import file is loaded into Import Mapper, the administrator has the ability to modify

the index mapping criteria that will be used to import index information into a DocuPhase

database, thus avoiding the unnecessary re-indexing of the imported documents.

Import Mapper supports index files in text format, such as TXT and CSV (Comma-Separated

Values) delimited-field file formats.

By providing the ability to import documents and their index values from another data

source, such as another document management product, Import Mapper will further enable

you to “Simplify the Workplace” by allowing a simple import from a legacy system to be

made directly into DocuPhase.

Purpose and Assumptions

This manual has been written for the advanced user to prepare them to install, configure

and perform document and index information imports into DocuPhase using the Import

Mapper product.

The following are assumptions made with regard to the reading audience for this guide:

The reader and principal user of Import Mapper will be a DocuPhase Administrator or

Designer user.

The reader has received at least one day of DocuPhase provided training.

The reader has used the DocuPhase software product for a period of no less than one

month.


Foundational Terminology

Application: In DocuPhase, an Application is the digital equivalent of a filing cabinet. Each

application will utilize a common set of index fields that are used to describe and locate the

specific type of documents/files that are stored in that Application (i.e., an electronic filing

cabinet).

The DocuPhase implementation for an Application is a database table that contains records

(table rows) that represent each document stored in that Application virtual filing cabinet

and index fields (table columns) that hold property values that describe the corresponding

document held in the DocuPhase Repository (i.e., the content image/file storage location).

Import Mapper will facilitate the import of documents into the DocuPhase Application’s

Repository and the insertion of new table Rows with index value columns from the CSV files

into the Application’s Table.

Comma-Separated Values (CSV): CSV is a simple file format that is used to store text

values (text strings and numbers) that are separated by a delimiter character such as a

comma (,). CSV is widely supported and is a common method for representing extracted

data from one system so it can be then imported into another system as tabular data. Text

Files (TXT) is another name for a format that can optionally contain comma-separated or

otherwise delimited data values.

For example the following is a simple example of data in CSV format:

Year,Make,Model,Length

1998,Ford,E350,2.36

2002,Toyota,Camry,2.22

Each line below the caption 1st row, represents the index values for a separate

document.

Note: Other delimiters than comma are permitted with CSV and TXT delimited-text

values file formats. For example Semi-Colon, TAB, etc. can be used as in the

example below:

Year;Make;Model;Length

1998;Ford;E350;2.36

2002,Toyota,Camry,2.22

Parsing: The process of analyzing text to determine its structure and obtain its contents.

Specifically in the case of Import Mapper, the parsing is applied to the delimited text of each

row of a CSV file to obtain the individual data values present in order to map these values

to designated index fields for documents being imported into DocuPhase.

Table: Document index values are stored in SQL database tables where the Rows of the

tables are used to represent each document captured into DocuPhase and the columns on

each document’s row contain index values that describe properties of the corresponding

document.


Client Support Services Contact Information

DocuPhase is committed to providing quality service and support for our customers. If you

are experiencing difficulty with your DocuPhase software, please let us hear from you so we

can help.

Client Support Services are provides as part of your Maintenance Program. Enhanced

support programs are available upon request. The standard support feature set includes:

Product Updates and Upgrades

Telephone and Email support during local business hours

Remote Connect Support during local business hours

You may:

Contact us by email at [email protected].

Reach us by phone at (727) 441-8228.

Reach us by fax at (727) 444-4419.

Find us online at www.DocuPhase.com/support.

mailto:[email protected]

http://www.idatix.com/support


Import Mapper Product Overview

Import Mapper is a utility that enables a seamless import of existing document images and

their associated index data values from external data sources into DocuPhase.

Once an import file is loaded into Import Mapper, the administrator has the ability to modify

the index mapping criteria that will be used to import the documents into a DocuPhase

database, thus avoiding the unnecessary re-indexing of the imported documents. Import

Mapper supports index files in text format, such as TXT and CSV.

The DocuPhase Import Mapper Product is simple to configure and use.

Element Import Mapper Description

Import Settings

Provides the ability to import a CSV file into

DocuPhase.



Import Name

Provides the ability to display the mapped import

name associated with the selected import file.

Application

Provides a drop down list displaying all the

available application names obtained from the

DocuPhase Web server.

Default Status

Provides the ability to define a default status for

imported files.



Import Path

Provides the ability to display the location of the

image files associated with the mapped import

file.

Note: A User must use a different import

path for the two different import types (by

name or by position). For example,

C:\IM\Header or C:\IM\No Header.

Note: To define an import path, select

browse and choose the desired folder

location.

Import Template

Provides the ability choose the selected mapped

import text file.

Note: To use a new import file, select

browse and choose the desired CSV file.

Note: Additionally, the Import Template

location may be different from the

location of the image file as defined in the

Import Path.



Parsing Options

Provides options to analyze a string of characters

using Delimiter and Container options in order to

associate groups of characters with syntactic

units of underlying grammar.

Delimiter

Provides the ability to define the delimiting

character used in the mapped import file.

Note: The Delimiter options include:

Comma

Tab

Section

Other



String Container

Provides the ability to define the character used

to delineate each index value.

Note: The String Container Delimiter

options include:

Single Quote

Double Quote

Other

File Header Provides the ability to define the CSV file header

information.

Note: The File Header textbox displays

the mapped fields header information.



Column Headings Provides the ability to import the file column

headings.

Note: The Column Headings textbox

displays the column header information of

the selected import file.

Map Columns

The left hand side of the Mappings section shows

the recognized column names obtained from the

import file. The right hand side of the Mappings

section displays drop down menus with the

associated indexes obtained from the selected

application.

Note: If column headings are not included

in the mapped text file, then the index

information from the first index is

displayed.



Map Columns>Automatically

Map Columns by Name

Provides the ability to display the columns

automatically by name order.

Note: DocuPhase Client Support Services

recommends only using Automatically

Map Columns by name when importing

from DocuPhase.

Map Columns>Automatically

Map Columns by Position

Provides the ability to display the columns in the

index order. Additionally, to use this

functionality, ensure the “Does the header

contain column headers” is not selected.

Note: if a template exists for

Automatically map columns by position,

when the user selects that Import Name

from the Import name combo box they

will again be reminded of the index order.

For additional information, please review

the Import Mapper Tips/Tricks section of

this manual.

Map Columns>Manually map

column by name

Provides the ability to manually map a column by

its name.

Map Columns>Manually map

columns by position

Provides the ability to manually map a column by

its position. Additionally, to use this functionality,

ensure the “Does the header contain column

headers” is not selected.



Map Fields

Provides the ability to map the DocuPhase Index

Fields from the Database you are importing from.

Note: The Map Fields tab will only be

available if you select Manually Map

Column by name.

Set Defaults

Provides the ability to define a static or default

index value.


Working with Import Mapper

To setup your import template, follow the below steps.

1. On your desktop, Navigate to and select Import Mapper short cut icon.

2. Enter your User Name.

3. Enter your Password.

4. Select Manage.

5. Define the Server.

6. Select OK.

7. Select Login.

8. Select File>New.

Note: The New Import Mapping Dialog displays.


9. Define the Import Name.

10. Browse to the Import File.

11. Choose the appropriate Import File.

12. Select Open.

Note: The selected File displays in the Import File dialog.


13. Select OK.

14. Choose the appropriate Application.


15. Choose the Default Status.

Note: The Default Status can be configured with other DocuPhase Platform products

such as Xtractor.

16. Choose the Import Path.

Note: From this point forward, the selected options will depend upon the type of CSV

file you have selected.

17. Choose the Parsing Options.


18. Select checkbox for the Does the header contain the DocuPhase application name.

19. Select checkbox for the Does the header contain column headers.


20. Select the checkbox to Automatically map columns by name.

21. Select Save.

Note: An Information Dialog displays.

22. Select OK.


Import Mapper Tips and Tricks

It is highly recommended that you follow the outlined best practices below in order to

successfully import image files into DocuPhase:

1. Unless they are read-only, the processed files will be moved into Repository and deleted

from the original folder; therefore, if you need to keep the files you are importing, you

would need to make a copy before starting the import process or set them as read-only.

2. Place the CSV/ TXT file into the same directory as the image files. The DocuPhase

Service must have read rights to that location.

3. Use Double Quotes to enclose index values.

4. Use Comma as a value delimiter.

5. Use absolute path to point to file locations.

6. Index values cannot contain apostrophes or quotation-marks.

For example, Brown’s Insurance is not a valid index value because of the apostrophe

in Brown.

Importing – Automatic Mapping by Position

This configuration will typically be used when a user would like to import documents from

an external system.

With this setup, there are a number of limitations that must be identified in order for

the import to successfully work:

The order of the columns in the CSV file must match the order of columns within the

DocuPhase application.

Note that when a user selects Automatically map by position, they will be notified of

the necessary order of columns within the CSV file so that they successfully match

up with those in a DocuPhase application.

If the number of columns in the CSV file differs from the number of columns in the

DocuPhase application, this will happen… (The extra data will be overlooked. The

only requirements are that the indexes are in the correct order and the last entry is

the location of the exported document (i.e., Normally in the same location as the

CSV).

For example if there are six columns in the CSV file and five DocuPhase user indexes,

then DocuPhase will add the five data elements ignore the sixth and use the last

element as the FilePath (i.e., The location of the exported document).

In every Import instance, the last column is expected to be the FilePath which is the

map to the new document.

Any instance where there is less data than indexes, the file will error. A user can

manually map fewer indexes with their corresponding data strings, but this template

must use a different import path than used with the normal mapping template.

Many errors can occur when there are too many different mapping styles/selections

within the same Import Path.

Be mindful that when a user manually maps indexes incorrectly, there is a large

chance that incorrect data will be imported into DocuPhase.


Exporting/Importing – Automatic Mapping by Column Name

If a user would like to export and import documents from one DocuPhase instance to

another, it is recommended that they include the following during export:

Application Name.

Column Headings.

Once a user has exported the documents from DocuPhase in this fashion, it is recommended

that they choose the Automatic mapping by Index/Column Name option within Import

Mapper.

Importing – Automatic Mapping by Position

This configuration will typically be used when a user would like to import documents from

an external system.

With this setup, there are a number of limitations that must be identified in order for

the import to successfully work.

The order of the columns in the CSV file must match the order of columns within the

DocuPhase application.

Note that when a user selects Automatically Map by Position, they will be notified of

the necessary order of columns within the CSV file so that they successfully match

up with those in a DocuPhase application.


Appendix A: Import Mapper Installation

Prerequisites & Minimum Requirements

The following Import Mapper installation consideration topics are documented in the

following locations:

Minimum Requirements: See DocuPhase Prerequisites Guide

Prerequisites: See DocuPhase Prerequisites Guide

Import Mapper Installation from .MSI:

Import Mapper Application

See: DocuPhase Installation & Upgrade Guide,

Topic: Installing the Optional Components.

After Import Mapper is installed, an Import Mapper shortcut icon is placed on your desktop.

Import Mapper Log in

To launch Import Mapper, follow the steps below:

1. On your Desktop, navigate to and select the Import Mapper shortcut icon.

Note: Optionally, you may also choose Start>All Programs>iDatix Import Mapper.

Note: The Import Mapper login dialog displays.


2. Enter your Username.

3. Enter your Password.

4. Select the Server button, then Select your Server from the drop-down list.

Note: The Alias Manager dialog displays.

5. Define your Server.

6. Select Load.

7. Select OK.

Note: The Login to Import Mapper dialog displays with the Server defined.

8. Select Login.

Logon to XtractorLogon to Import Mapper

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