Cabinets in v4.7

Installing and Configuring DocuNECT v4.7

The main objective of the capture lifecycle process is to associate data with documents whether by automatically extracting the information from the content of the document or indexing the documents manually. To support this objective the documents needs to associated with Cabinets with business index values. For example, if the capture lifecycle process was around indexing invoice documents then we would setup a cabinet to store the invoice documents and create index values that matched the data we wanted to extract, for example Invoice No, Invoice Date, Amount, Vendor Name etc.

Creating a Data Connections

Index values within cabinets can be validated against connector data tables stored within the data section, or data from external databases. Data connections are created globally so they can be re-used throughout the different cabinets created. Click on the Cabinets option in the Administration menu and then click on the Data Connections view. Click on the New button.

Enter the name and description for the connection and then select the data provider:

-.NET Framework Data Provider for SQL Server - This is the native driver for Microsoft SQL server databases and requires the Server, Username, Password, Database and Connection Timeout to be entered in the connection properties.

-.NET Framework Data Provider for ODBC - For other databases such as Oracle or DB2 the ODBC driver can be used. Make sure that the appropriate database driver software is installed on the server.
Connection String examples:
Driver={Microsoft ODBC for Oracle};Server=ORACLE8i7;Persist Security Info=False;Trusted_Connection=Yes
Driver={Microsoft Access Driver (*.mdb)};DBQ=c:\bin\Northwind.mdb
Driver={Microsoft Excel Driver (*.xls)};DBQ=c:\bin\book1.xls
Driver={Microsoft Text Driver (*.txt; *.csv)};DBQ=c:\bin

-.NET Framework Data Provider for OLE DB - For databases exposed for OLE DB.

Once the data provider and connection information has been entered then click on the Test Connection to make sure that the connection is successful before clicking on the Submit button to save the connection.

Creating a Data Source

Once a data connection has been created then you can create a Data Source. A data connection can be used for many data sources. Click on the Data Sources view and click on the New button. Enter the name and description, select the data connection, and then specify how you want to access the data:

- Table or View - Specify the name of the table or the view.
- SQL Statement - Specifying a SQL statement provide more flexibility when accessing the data, allowing conditions and joins to other tables.
- Store Procedure - Alternatively you can call a stored procedure to process the results. If the lookup logic is complex store procedures will provide better performance in returning the results for the lookup.


SQL Statement Inputs

System variables can be used in the SQL queries for the datasource to allow additional filtering.

Supported system variables are:
{USERID} - The userid of the currently logged in user.
{ROLEID} - The roleid of the currently logged in user.
{USERNAME} - The user name of the currently logged in user.
{ROLENAME} - The role name of the currently logged in user.

In addition, as the SQL is called within a document transaction the assigned index values of that document can be used.

For example, you can create cascading pick lists for the cabinet where the value of one pick-list is dependent on another. Lets say you have data table called Document Information that had two columns Category and Sub-Category and you wanted to use this table to drive pick-lists. You can create two indexes called Category and Sub-Category. On the Sub-Category picklist you can a query to link the values to the value of Category.

SELECT * FROM [Document Information] WHERE Cabinet = {Cabinet}

Creating a Cabinet

From the main cabinet view click on the New button and then enter the cabinet name and description, select the station and the location where the documents will be stored. If required, select/confirm the size of the thumbnails that are displayed in the search results. You also get the option it configure the thumbnail generator and storage cleaner system connectors.


On pressing the Submit button the cabinet will be displayed and the main cabinet view will be displayed. Click in the Indexes link.

Creating Indexes

To create an index click on the New button .

  • Name - Enter the name of the index.
  • Label - A optional label can be used for supporting other taxonomies.
  • Value Type - Select the data type, either a Text, Date, Numeric, or Date and Time String.
  • Decimals - Enabled only for numeric types and allows the number of decimal places to be defined.
  • Display Format - Provides a series of pre-defined date formats. Note this field is enabled when the Value Type of Date is selected.
  • Multiple Values - Indicates whether the index supported multiple values or not.
  • Value Length - If Text is selected as a data type then enter the length.
  • Sticky - This is used for batch document indexing. There are two types of sticky fields Apply to next Document and Apply to Batch. Apply to next Document allows the values to be changed within the batch, where as Apply to Batch allows values to be applied to all documents within the batch.
  • Required - If Yes is selected then the value has to be entered during indexing.
  • Read Only - The index value is read only and cannot be changed.
  • Validation Rule - This is optional and allows a regular expression to be added to validate the value of the indexed when entered.
  • Validation Text - If the value fails validation then this text can be used as an error message/help hint for the user.
  • Default Value - Default value for the index.
  • Hidden - If Yes is selected then the index is hidden from the user. This option can be used to store processing values during a capture lifecycle.

Auto Complete Settings

  • Lookup (CDT), Lookup (Data Source) - Allows a lookup to be performed against a Connector Data Table or an external Data Source. A lookup button can be shown for the primary fields in the lookup. For example, if you lookup was to lookup against the Loan No entered to populate Borrower Name and Loan Date then you would select the lookup button against the loan number and then other fields will automatically be populated. Lookup group can be used if there are different index values that use the same lookup values.
  • Picklist (CDT), Picklist (Data Source) - Populates a pick list with values contained in a Connector Data Table or an external Data Source.

Reorder the Columns

The order of the index values can be changed by clicking on the Re-Order button in the indexes view.

Using a Document Name

DocuNECT v4.7 now supports the dynamic creation of a Document Name system index that is made up of a combination of index values. This can be used to assign an name in a third party document management system, or used to facilitate a cross-cabinet search in DocuNECT DM.


Setting Up a Folder Structure

A folder structure can be dynamically created, driven by a combination of index values.


Creating a Profile

A profile can be created against a cabinet to provide a more granular access and security model. Profiles are driven by index value criteria.