Kofax Capture 8.0 Administrative Shortcuts

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1 Date December 08, 2008 Applies To Kofax Capture 8.0 Summary This application note provides instructions for the administrative shortcuts introduced in Kofax Capture 8.0. Revision 1.0 Administrative Shortcuts Overview Several new features add enhancements to Kofax Capture to improve the setup of the application. These new features are described in more depth below. Field Type Enhancements The Administrator can create new Field Types directly from the bottom of the Batch Class Properties dialog box, Document Properties dialog box, and Folder Class Properties dialog box. In each case, this allows quicker access to Field Type creation where it is most convenient. The New Field Type button can now be accessed from the following locations. The Batch Class Properties window.

2 The Document Class Properties window. The Folder Class Properties window. Page 2

3 Copy/Paste It is now possible to copy and paste existing objects, such as Batch Classes, Document Classes, Folder Classes, Form Types, Index Zones, and Group Index Zones. The copy method is useful for adding an object that is similar to an existing one. After making the copy, you can modify the copied object as necessary to make it unique. Copy and paste operations can be done either by right-clicking on an object and selecting the appropriate command, or by the standard Windows keyboard shortcuts for copy (Ctrl-c) and paste (Ctrl-p). Note: An object must be pasted on an item suitable to hold it. Therefore, Document Classes must be pasted on Batch Classes, Form Types must be pasted on Document Classes, and Index Zones and Group Index Zones must be pasted on Sample pages. Because Batch Classes, Folder Classes, and Document Classes (when viewed under the Document tab) are not held under another type, they may be pasted on their own type. When pasting a Batch Class, the Paste Special command is available from the application's Edit menu or from the Microsoft Window's right-click menu. This brings up the following choice: Default paste behavior is to create a Batch Class with a link to the original Document Class, but the Paste Special selection provides the option to paste a Batch Class with copies of the Document Classes. The following tables show the items that are linked and copied for each of the Paste Special Batch Class Paste options. Paste with a copy of the original Document Classes Copied Items Batch class Document classes Document separation zones Folder classes Batch fields Custom storage strings PDF properties Setup release scripts Document validation scripts Folder validation scripts Database validation Workflow agents Queues Linked Items Field types Recognition profile Separation and forms identification Image cleanup profiles Page 3

4 Paste with a link to the original Document Classes Copied Items Batch class Document separation zones Batch fields Batch custom storage strings Workflow agents Queues Linked Items Document classes Folder classes Field types Recognition profile Separation and form identification profiles Image cleanup profiles Color image cleanup profiles Document validation scripts Folder validation scripts Database validation Additional note: When pasting Index Zones on a Sample Page where they already exist, the new Index Zones will be placed offset from the original location to allow them to be more easily seen and selected. Scanner Management You can view a list of scanners that can be configured to work with Kofax Capture and set one as the default. If the selected scanner is a VRS scanner, the appropriate sources are automatically created and configured. Also, the default VRS settings are set and saved to the default profile for the selected scanner. You can also make saved profiles available to all stations at a shared location on the network. Local Profiles are stored in <LocalPath>\ScannerProfiles\<ScanSourceName>\ Shared Profiles are stored in <ServerSharePath>\ScannerProfiles\<ScanSourceName>\ The Scan module has menus to control shared profiles. If User Profiles is enabled, make sure that you have selected the "Allow admin utility usage" setting. Only users with rights to access Administrative Utilities can save local profiles as shared or revert to shared profiles. To share local profiles, select the 'Save Profiles as Shared' option from the Scan menu. Page 4

5 To remove local changes, choose the 'Revert to Shared Profiles' option from the Scan menu. Profile Loading When you select a scan source, a Kofax Capture module normally uses shared profiles. It uses local profiles if any of the following are true: Shared profiles do not exist for the selected scan source. The local set of profiles was inherited from the set of shared profiles, but the set has been modified locally. A set of profiles for a given scan source is considered modified if you have: o Saved or deleted one or more scanner profiles. o Saved VRS settings. The local set of profiles was not inherited from the set of shared profiles for the selected scanner. This could happen if local profiles existed prior to an upgrade or a standalone conversion to a remote site. Shared Profiles and Kofax Capture Network (KCN) Server With Kofax Capture Network (KCN) Server, you can share profiles between the primary central site and remote sites. Synchronization of shared profiles is bi-directional, between the remote site and its primary central site. Only shared profiles for updated scan sources are transferred. The most recent set of profiles will end up at both sites. UTC date/time is used. Remote site synchronization includes shared profiles, but not local. Synchronization is based on the date/time of the shared profiles folder for a given scan source. All profiles in the older folder are deleted, and then all profiles in the most recent folder will replace those in the older folder. Synchronization of shared profiles is not configurable. It cannot be turned off. Note: When you convert a server installation to a remote site, existing shared profiles are deleted. If the workstation was a standalone installation, the shared profile folder is configured automatically. Page 5

6 Rubber Band OCR The Rubber Band OCR feature allows you to manually draw zones on an image and automatically populate index fields with the data recognized within those zones. You configure Rubber Band OCR in the Administration module, and use it in the Validation and Verification modules. Rubber Band OCR is addressed in the Configuring and Using Kofax Capture 8.0 Rubber Band OCR application note document located on the Kofax Capture 8 s Web page. Panel Lock/Reset With this feature, you can lock docked toolbars and panels in place, as well as restore docked panels to their default location. Lock Toolbars provides a convenient way to lock all docked toolbars and panels in place. Floating toolbars and panels are not locked until they are docked. Select View Toolbars Lock Toolbars to lock all docked toolbars and panels. When locked, a check mark is displayed next to the Lock Toolbars menu item. Select Lock Toolbars again to unlock docked toolbars and panels. Restore Toolbar Defaults provides a convenient way to return toolbars and panels to their default location. When toolbars are locked, a check mark is displayed next to the Lock Toolbars menu item and the Restore Toolbar Defaults menu item is unavailable. Select Lock Toolbars again to clear the check mark and enable the Restore Toolbar Defaults menu item. If toolbars or panels are hidden, and you restore toolbar defaults, then those toolbars or panels will be visible and restored to their default location. If any toolbars or panels are blocked as a result of OCX blocking functionality, they will not be visible nor restored to their default location. Enable/Disable Menu and Toolbar Buttons With this enhancement you can disable certain functionality from operators who process batches in different Kofax Capture modules. An OCX developer can write an OCX Panel that blocks specific menu items, top level menu bar items, and toolbar buttons. More information about this can be found in Chapter 6 of the Kofax Capture 8 Developer s Guide. Page 6

7 Automatic Batch Naming The Administrator can define a batch name format and assign it to a batch class. Then, when a new batch is created, the batch name is generated based on the defined batch name format. This feature is accessed with the new Batch Naming tab in the Batch Class properties dialog: The batch name format consists of variables in braces and static text outside of braces. The variables available are listed and can be added to the batch name by double-clicking or selecting and clicking Add. The variables available are described below: Variable {Batch Class Name} {Current Date} {Current Time} {Operator Description} {Operator Name} Value The name of the associated batch class. The current system date. The current system time. The description, if any, of the logged in Kofax Capture user. The description captured will depend on the module where the Kofax Capture Value is processed: Batch Manager, Scan, Validation, or Release. If the User Profiles feature is not enabled, the returned value will be null. The user name associated with the user profile, if any, of the logged in Kofax Capture user. The user name captured will depend on the module where the Kofax Capture Value is processed: Batch Manager, Scan, Validation, or Release. If the Kofax Capture User Profiles feature is not enabled, the logged in Windows user ID, if applicable, will be used. If there is no logged in Windows user ID, the returned value will be unknown. Page 7

8 Variable {Operator User ID} {Sequence Number} {Site ID} {Station ID} {User Name} {UTC Offset} Value The user ID of the logged in Kofax Capture user. Since different Kofax Capture users may process the same batch, the user ID captured will depend on the module where the Kofax Capture Value is processed: Batch Manager, Scan, Validation, or Release. If the Kofax Capture User Profiles feature is not enabled, the logged in Windows user ID, if applicable, will be used. If there is no logged in Windows user ID, the returned value will be unknown. A sequence number that increments by one for each batch. The default value for {Sequence Number} is 0. This value can increment up to 2,000,000,000. If the value becomes greater than 2,000,000,000, the value is set to 0 again. Note that this can not be depended on to be contiguous. The number is incremented each time the Create Batch window is displayed even if a batch is not created. Kofax Capture Site ID, which is the name associated with the Kofax Capture installation. Kofax Capture Station ID, which is the name associated with the workstation. Windows user name. UTC Offset is used to provide Coordinated Universal Time (Greenwich Mean Time) as part of the generated batch name. For example, when used with Pacific Daylight Time, the UTC Offset value will generate (-7:00). Some limitations to bear in mind are that the batch name is limited to 128 characters and that the batch name must be unique. If the variables do not result in a unique name, the date and time will be appended to the name. Page 8