TREENO FILE MONITOR. Installation and Configuration Guide

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1 TREENO FILE MONITOR Installation and Configuration Guide October 2012

2 Contents Introduction... 3 About This Guide... 3 About Treeno... 3 Monitored Folders... 4 Monitored Folder Types... 4 Installing Treeno File Monitor... 6 System Requirements... 6 Installing Treeno File Monitor... 6 Configuring Treeno File Monitor Configuration Steps Starting and Stopping Treeno File Monitor Viewing Processing Information Using Barcodes to Route Documents Scan Folder Barcodes Folder, Folder Tab, and Document Type Barcodes Workflow Barcodes Watched Folder Barcodes Folder, Folder Tab, and Document Type Barcodes Inbox Barcodes Workflow Barcodes Auto-Indexing Using the INDEX.AUTO File Syntax Example Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 2

3 Introduction Treeno File Monitor is a.net application that works with your scanner to turn your paper documents into digital files and route them to the Treeno Document Server. It can be installed as a standalone desktop application or as a service, and a single File Monitor can accept scanned documents from an unlimited number of multi-function devices. With its built-in barcode recognition, the File Monitor can automatically route your scanned documents to an inbox, folder, or workflow within Treeno. Documents must be scanned in TIFF or PDF format to use the File Monitor s barcode recognition functionality. Along with barcodes, the Treeno File Monitor implements locally shared hot folders to upload your electronic files to the Treeno Document Server. When users add electronic files into these watched folders, the File Monitor automatically routes them to a designated inbox, folder, or workflow in Treeno. All data and files are encrypted during the transfer to the Treeno Document Server. About This Guide This guide is intended for individuals who are installing and configuring the Treeno File Monitor. It provides information about the following topics: Monitored folders Installing Treeno File Monitor Configuring Treeno File Monitor Using barcodes to route documents Auto-indexing About Treeno Established in 2002 and located in Portsmouth, NH, Treeno Software has grown to become a leader in the Enterprise Document Management (EDM) industry. Treeno Software was the industry s first to embrace cloud computing with the Treeno EDM Cloud (SaaS) and to provide web-based solutions offering secure global mobile access. Treeno Software s mission is to provide our customers with efficient workflow operations and measureable return on investment (ROI) through the use of our secure, reliable, and easy-to-use web-based EDM software solution. Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 3

4 Monitored Folders Monitored Folder Types When you want Treeno File Monitor to upload a file to the Treeno Document Server, you place the file in a monitored or watched folder. Only files that are located in monitored folders are processed by the File Monitor. Treeno File Monitor supports three types of monitored folders: Scan folder Created by default when you configure Treeno File Monitor. Supports scanned TIFF and PDF files. Inbox folder An Inbox folder is created for each user in the designated department when the Setup Inbox Monitors check box is selected on the General tab of the File Monitor Wizard. Inbox folders are created in the default Recovery folder. Supports scanned TIFF and PDF files as well as other file formats that are dragged to the folder. Watched folder A folder located on the computer where the File Monitor is installed that is linked to a specific folder, user inbox, or workflow in Treeno. Supports scanned TIFF and PDF files as well as other file formats that are dragged to the folder. Scan Folder The Scan folder is created when you configure the File Monitor. This is the primary folder where scanned documents are sent and then uploaded to Treeno. The default location of this folder is C:\Treeno\Scan, but you can specify a different location in the File Monitor Wizard (see page 12). Only scanned documents can be placed in the Scan folder. You must configure your scanner to send files directly to the Scan folder, and the files must be saved in TIFF or PDF format. The Scan folder does not support file types other than TIFF or PDF. In order to be routed to the correct location in Treeno, each file that is sent to the Scan folder must be associated with a Treeno barcode. This barcode must be printed before you begin scanning documents and can target a specific folder, inbox, or workflow in Treeno. During the scanning process, you scan the printed barcode immediately before the batch of documents you want to send to the designated location in Treeno. From the Scan folder, the File Monitor reads the barcode and routes all associated PDF or TIFF files accordingly. The File Monitor automatically splits multi-page TIFF or PDF files into individual files before uploading them to Treeno. By default, PDF files are converted to TIFF format before they are split and uploaded. You can override this default and retain the PDF format by selecting the Upload as PDF Files in the File Monitor Wizard. Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 4

5 Inbox Folder An Inbox folder is created for each Treeno user when you select the Setup Inbox Monitors check box on the General tab of the File Monitor Wizard (see page 19). These folders are located in the parent Recovery folder (C:\Treeno\Recovery\Inbox\<user name>). When a file is placed in this folder, the File Monitor automatically routes it to the corresponding user inbox in Treeno. You can scan documents directly to an Inbox folder. Scanned files must be in PDF or TIFF format. You can also drag and drop a file of any type into this folder (for example, doc,.xls, or.jpg). Because the Inbox folder is automatically linked to the user s inbox in Treeno, a printed barcode is not required for scanned documents. When the Enable Split on Auto-Monitored Inboxes option is selected in the File Monitor Wizard, the File Monitor splits multi-page TIFF or PDF files into individual files before uploading them to Treeno. PDF files are converted to TIFF format before they are split and uploaded. Watched Folder You can create additional monitored or watched folders anywhere on the computer where the File Monitor is installed. Each watched folder is associated with a specific Treeno folder, inbox, or workflow using a barcode that you generate from Treeno. Scanned files must be in TIFF or PDF format to be uploaded to Treeno. Electronic files that you drag into the folder can be in any format. Before you set up a watched folder using the File Monitor Wizard, you need to generate a barcode to the folder, inbox, or workflow in Treeno. You then copy and paste that barcode into the wizard s Extra Barcode Monitors window (see page 19). Because a barcode is already assigned to the watched folder, you do not need to print a barcode sheet for your scanned documents. The File Monitor will automatically upload the files that are placed in the folder to the designated location in Treeno. When the Split check box is selected for a watched folder, the File Monitor splits multi-page TIFF or PDF files into individual files before uploading them to Treeno. PDF files are converted to TIFF format before they are split and uploaded. Summary of Monitored Folders The following table summarizes the requirements and features of the different types of monitored folders: Scan Folder Inbox Folder Watched Folder Scanned documents (PDF and TIFF only) Yes Yes Yes Other file types (drag and drop) No Yes Yes Printed barcode sheet required Yes No No Multi-page document splitting Yes Yes Yes Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 5

6 Installing Treeno File Monitor You can install the Treeno File Monitor as a desktop application or as a service. System Requirements The following are the minimum system requirements for Treeno File Monitor. Treeno File Monitor as an Application Microsoft Windows XP or higher Microsoft.NET Framework 3.5 Pentium 4, 2 Ghz or better processor 2 GB RAM or better 10 GB of available hard disk space Treeno File Monitor as a Service Microsoft Server 2003, Server 2008, or Server 2008 R2 Microsoft.NET Framework 3.5 Xeon 2 Ghz or better processor 2 GB RAM or better 10 GB of available hard disk space Installing Treeno File Monitor You can install Treeno File Monitor as a desktop application or as a service. When installing Treeno File Monitor as a desktop application, make sure your scanning device is networked to the computer where the File Monitor will be located. Note: Before performing this procedure, you must install.net Framework 3.5 on the computer where the File Monitor will be installed. To install File Monitor as an application 1. Open the Treeno Plugins page: Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 6

7 2. Click one of the following zip files to download the File Monitor application: Installing as a desktop application: For a 32-bit system: File Monitor (x86).zip For a 64-bit system: File Monitor (x64).zip Installing as a service: For a 32-bit system: File Monitor Service (x86).zip For a 64-bit system: File Monitor Service (x64).zip 3. In the File Download dialog box, click Save to save the installation files and then browse to the appropriate folder. 4. Unzip the File Monitor folder. 5. Double-click setup.exe. 6. If an Open File Security Warning dialog box opens, click Run. 7. In the Welcome window, click Next. 8. In the Select Installation Folder window, do the following: Click Browse if you want to install the File Monitor to a different location than the default folder that is displayed. Select Everyone, and then click Next. Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 7

8 9. In the Confirm Installation window, click Next to start the installation. 10. When the installation is complete, click Close. Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 8

9 The Treeno File Monitor icon ( ) is displayed in the system tray. You are now ready to configure the File Monitor settings. Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 9

10 Configuring Treeno File Monitor After you install Treeno File Monitor, use the File Monitor Wizard to set up your barcode recognition, monitored and recovery folders, and the output format of your uploaded files. All files that you want uploaded to Treeno must be placed in a monitored folder. When you install the File Monitor, a Scan folder is created. This is your primary monitored folder. You can scan directly to this folder, and File Monitor will route your files to a designated location in Treeno. You can also place files in an Inbox folder that is created for each Treeno user or in additional monitored folders that you designate as watched folders. For more information about the different types of monitored folders, see page 4. Regardless of whether Treeno File Monitor is installed as an application or a service, your monitored folders must be located on the computer where the File Monitor is installed. Shared network folders are not supported. You can, however, share local folders as needed. Once you save your initial configuration in the wizard, a Recovery folder is also created (defaults as C:\Treeno\Recovery). This is where files that are corrupt or that have unrecognizable barcodes are sent. The Recovery folder also contains the following sub-folders: Archive Contains a copy of every file that has been processed by Treeno File Monitor. The Archive folder is automatically cleared each time the File Monitor is restarted; however, you can manually delete the files on an as-needed basis. Inboxes If you selected the Setup Inbox Monitors check box on the General tab of the File Monitor Wizard, an Inbox folder is created for each user in the specified department. Just as you add files to the monitored folder, you can add files to a user s Inbox folder. File Monitor will then upload these files directly to the user s Treeno inbox. Process Serves as a temporary location for files as they are being processed by Treeno File Monitor. If all files are uploaded successfully to Treeno, the Process folder remains empty. If a file remains in the Process folder, an error has occurred during the upload, and the file should be moved back to the Scan folder and reprocessed. Configuration Steps 1. Go to Start > Programs > Treeno File Monitor > Treeno File Monitor. 2. Right-click the File Monitor icon in the system tray and click Setup. The File Monitor Wizard opens. Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 10

11 3. Provide the following information in the main area of the wizard: Field/Button Barcode Detection and Splitting Description When selected, the File Monitor will use Treeno-generated barcodes to route your scanned documents to the appropriate location in Treeno. Files placed in the Scan folder will be converted to TIFF format before being uploaded to Treeno, and multiple-page documents will be split into individual TIFF files. Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 11

12 Field/Button Upload as PDF Files Description By default, the File Monitor converts files in the Scan folder as single-page TIFFs. However, if you do not want to convert the format of your PDF files, you can override this setting by selecting the Upload as PDF Files check box. Because splitting applies only to multiple-page TIFF files, multiple-page PDF files are not split into individual files. Note: Redaction and overlays can be applied to single-page TIFFs only. Monitored Folder The default monitored folder is C:\Treeno\Scan. This folder is created automatically when you save your File Monitor configuration. For more information about the Scan folder, see page 4. You can click the Browse button to select a different monitored folder; however, this folder must be located on the local computer where the File Monitor is installed. Shared network folders are not supported. If necessary, the local folder can be shared. Recovery Folder When the File Monitor encounters a file that is corrupt or that contains an unrecognizable barcode, that file is sent to the Recovery folder. The default location of this folder is C:\Treeno\Recovery. You can select a different folder by clicking the Browse button. The unprocessed files are sent to the Treeno inbox of the user displayed in the Department Administrator field. This inbox should be checked regularly to ensure that all files are being processed successfully. The Recovery folder also contains three sub-folders: Archive, Inboxes, and Process. See page 10 for additional information on these folders. Secured Connection Server Name Administrator Select if you use an encrypted connection to your Treeno server (https ://). Enter the IP address or DNS name of your Treeno server. Enter the user name of the department administrator who will be responsible for handling any errors that occur during the uploading process. Because unprocessed files are sent to this individual s Treeno inbox, it should be checked on a regularly basis. Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 12

13 Field/Button Password Load button LDAP Department Extra Monitors button Description Enter the password the department administrator uses to log in to Treeno. Click to select the department where the admin s inbox is located. Select this check box if the department administrator uses an LDAP connection to log in to the Treeno server. If you are the department administrator for multiple departments, select the department where an inbox will be monitored for unprocessed files. Click to open the Extra Barcode Monitors window where you can create additional watched folders for Treeno File Monitor. For information on printing barcodes and creating watched folders, see page Use the General tab to configure your Inbox folders and scanning options: Field Set Up Inbox Monitors Drop Blank Pages Keep Barcode Page Description Select this check box if you want to create an Inbox folder for each user in the designated department. These folders are located under the Recovery folder that is created when you finish configuring the File Monitor. When you add files to a user s Inbox folder, the File Monitor uploads them directly to the user s Treeno inbox. See page 5 for additional information about Inbox folders. Select this option to prevent the File Monitor from uploading blank pages in a scanned document. Specify the minimum file size to upload. By default, the File Monitor will ignore all files 4K or smaller. Select to upload the Treeno barcode sheet that is scanned with your paper documents. Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 13

14 Field Description Enable Split on Auto- Monitored Inboxes Select this option to split your scanned multiple-page TIFF or PDF files into individual files before they are uploaded to a user s Treeno inbox. Because splitting only applies to TIFFs, PDFs files are converted to TIFF format before they are split and uploaded. (The Set Up Inbox Monitors check box must be selected to enable splitting.) Clear the Enable Split option if any of the following is true: You do not want to split your multiple-page documents into individual files. You want to retain the PDF format of your scanned files. You want the option of dragging files of other formats (.doc,.xls,.jpg, etc.) to an Inbox folder. 5. Use the Output Options tab to configure color and resolution options for your scanned files. These configurations should match the settings of your scanning device: Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 14

15 Field Device Description Select BlackWhite or Color (includes grayscale) to indicate how you have scanned your documents. The File Monitor will upload the files in that format. Resolution The default horizontal and vertical resolution is set to 400 dpi. If you have scanned your documents at a lower resolution (for example, 200 dpi), leaving the 400 dpi default will allow for more accurate barcode recognition. 6. Use the Barcode Location tab to configure the location and orientation of your Treeno-generated barcodes: Field Location Description Select each position on the printed sheet where the File Monitor should look for a barcode. Orientation Select each direction the File Monitor should read the printed barcodes. 7. Use the Advanced Settings tab to indicate how often Treeno File Monitor should upload the files in monitored folders: Field Description Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 15

16 Field Scanner Delay Process Interval Process File check box Description Indicates how long (in seconds) the File Monitor should wait to upload a file that is placed in the monitored folder by a scanning device. This prevents the File Monitor from uploading the file before the scanning device has finished creating it. Indicates how often (in seconds) the File Monitor should check a monitored folder for new files. This check box is selected by default. Do not change this setting. 8. Click Save. Treeno File Monitor is now ready to begin processing and uploading files that are placed in your monitored folders. Starting and Stopping Treeno File Monitor As a service, Treeno File Monitor will always be running on the server where it has been installed. The service automatically starts after you configure the options in the File Monitor Wizard and click Save. To manually stop the File Monitor, use the standard procedure for stopping Windows services (Start > Control Panel > Administrative Tools > Services). To start the File Monitor when it is installed as a desktop application, go to Start > Programs > Treeno File Monitor > Treeno File Monitor. You will need to restart the File Monitor each time you log in to the computer where the application is installed. The File Monitor icon is displayed in the system tray when you start the application. To manually stop the File Monitor desktop application, right-click the File Monitor icon and click Exit. To change the File Monitor configuration settings, right-click the File Monitor Use the File Monitor Wizard to make the necessary setting changes. icon and click Setup. Viewing Processing Information Treeno File Monitor processing transactions are viewed in the log window. The information in the log can be used to identify and troubleshoot unprocessed files. The following information is displayed: Name and location of each monitored folder The progress of file splitting and transferring within each folder Status message for successful uploads Error messages for unprocessed files due to file size limitations, unreadable barcodes, corrupt data, etc. Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 16

17 When you receive an error message in the log window, you can retrieve the unprocessed file from the Treeno inbox of the designated department administrator (as specified in the File Monitor Wizard). The file is also placed in the Recovery\Archive folder. Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 17

18 To view the log window, click the File Monitor the log window. icon in the system tray. Clicking the icon again closes Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 18

19 Using Barcodes to Route Documents Treeno File Monitor provides barcode recognition to route documents directly to a specified inbox, folder, or workflow in Treeno. Files are routed from the following locations: Scan folder Files must be scanned into this folder in PDF or TIFF format. A physical barcode sheet must be printed and scanned along with the batch of documents that are sent to the Scan folder. This barcode indicates where the File Monitor should upload the files in Treeno. Watched folder Additional monitored or watched folders can be created on the system where the File Monitor is installed. Each of these folders can then be assigned a barcode that indicates where the File Monitor should route files in Treeno. A physical barcode sheet is not required. When you create an additional watched folder, you generate a barcode in Treeno and then copy and paste this unprocessed barcode into the File Monitor Wizard for the extra monitor folder. Files can be scanned into a watched folder, or they can be dragged and dropped into the folder. Scanned files must be in PDF or TIFF format. Other files types (for example,.doc,.xls,.jpg) can be dragged into the folder. Scan Folder Barcodes To route files placed in the Scan folder, you can do the following: Print barcodes to route files to a particular folder, folder tab, or document type. Print barcodes to route files to a particular workflow. You print each barcode on a separate sheet of paper and then scan the barcode sheet as the first document in the batch of documents you are processing. The File Monitor will then upload the files from the Scan folder to the barcoded location or workflow in Treeno. Folder, Folder Tab, and Document Type Barcodes You can print a barcode to a particular folder, folder tab, or document type in Treeno. You must have access to the barcode destination and have rights to printing barcodes. The Print Barcode icon is displayed where the permissions have been granted. The File Monitor uses this printed barcode to direct PDF and TIFF files in the Scan folder to the appropriate location in Treeno. Before scanning a batch of documents, you must first scan the barcode sheet to associate the documents with the barcoded location. The File Monitor then uploads the output PDF or TIFF files to the appropriate location in Treeno. Note: When you are scanning documents to a watched folder rather than the Scan folder, you do not need to print a physical barcode sheet. Instead, you copy and paste the unprocessed barcode into the File Monitor Wizard (see page 21). Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 19

20 To print a folder, folder tab, or document type barcode for the Scan folder 1. Navigate to the folder or document type where you want to store scanned documents. Note: A cabinet must be configured in Document Type View to print barcodes for document types. 2. In the right-hand pane, do one of the following: To print a barcode to the main folder or the current document type (Document Type View only), click the Print Barcode icon. To print a barcode to a specific tab in the folder (Folder View only), from the Barcode drop-down list, select the appropriate tab. You can also select Print All Barcodes to print multiple barcodes, one for each tab in the folder. The Print dialog box opens. 3. Click Print. The barcode is sent to your default printer. Before scanning a batch of documents to a monitored folder, scan this barcode sheet to associate the documents with the barcoded location. The File Monitor will then upload the PDF or TIFF files to the appropriate location in Treeno. Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 20

21 Workflow Barcodes Treeno File Monitor: Installation and Configuration Guide You can print a barcode sheet that routes files to a Treeno workflow. This barcode sheet can be used for files that are scanned to the Scan folder. Note: When you are scanning or dragging files to a watched folder rather than the Scan folder, you do not need to print a physical barcode sheet. Instead, you copy and paste the unprocessed workflow barcode into the File Monitor Wizard (see page 21). To print workflow barcodes 1. Click the Administration link on the Treeno toolbar. 2. Click the Manage Barcodes tab. 3. Click Print Workflow Barcodes. The Print Workflow Barcodes page opens. 4. Select the department where the workflow you want to start has been defined. 5. Select the workflow you want to start when the barcode is scanned. 6. Select the cabinet where you want the barcode to scan to. 7. Select the workflow owner. This is the user who will be scanning the barcode and starting the documents in the workflow. 8. Click Print Barcode to open the Print dialog box. 9. Click Print. The barcode is sent to your default printer. Watched Folder Barcodes To route files placed in an additional watched folder (also known as an extra monitor ), you can do the following: Generate barcodes to route files to a particular folder, folder tab, or document type. Generate barcodes to route files to a particular inbox. Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 21

22 Generate barcodes to route files to a particular workflow. To generate a barcode for a watched folder, you do not need to print a physical barcode sheet. Instead, you copy and paste the unprocessed barcode from Treeno into the File Monitor Wizard where it is assigned to a designated watched folder. The File Monitor then uses the barcode information to route files to the appropriate location or workflow in Treeno. Files can be scanned or dragged into an additional watched folder. While any file type (for example,.doc,.xls,.jpg) can be dragged into a watched folder, files that are scanned into the folder must be in PDF or TIFF format. Folder, Folder Tab, and Document Type Barcodes When you set up extra monitored or watched folder in the File Monitor Wizard, you need to assign a barcode to the folder. When files are placed in this folder, the File Monitor uses the assigned barcode to route the files to the appropriate folder, folder tab, or document type in Treeno. To generate a folder, folder tab, or document type barcode for a watched folder 1. After printing a barcode to a folder, sub-folder, or document type (see previous procedure), click the Administration link on the Treeno toolbar. 2. Click the Manage Barcodes tab. 3. Click Unprocessed Barcodes. The Barcode Reconciliation page opens. 4. Copy (CTRL + C) the barcode you just printed. 5. Right-click the File Monitor icon and click Setup. The File Monitor Wizard opens. 6. Click the Extra Monitors button. The Extra Barcode Monitors window opens. 7. Click the Add button. Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 22

23 8. Paste (CTRL + V) the barcode in the Barcode field. 9. Click the Browse button to navigate to the folder that you want to add as an additional watched folder for the File Monitor. This folder must be located on the computer where the File Monitor is installed. Shared network folders are not supported. You can, however, share the local folder as needed. 10. If you want the File Monitor to split multiple-page PDF or TIFF files into individual files before uploading them to Treeno, select the Split check box. Note: When the Split check box is selected, multiple-page PDF files are converted to TIFF format before they are split and uploaded to Treeno. 11. Click Save. You are now ready to scan or drag and drop files into the watched folder. The File Monitor will automatically route the files to the Treeno location designated by the assigned barcode. Inbox Barcodes When you set up monitored Inbox folders, you do not need to generate or print a barcode. The monitored folder is linked to the user s Treeno inbox, so any files that you scan or drag into the folder are automatically uploaded to the corresponding inbox in Treeno. If, however, you want to upload files from a watched folder to a user s Treeno inbox, you do need to generate a barcode in Treeno. In this case, a printed barcode sheet is not needed, but you must copy and paste the unprocessed barcode from Treeno into the File Monitor Wizard. To generate an inbox barcode for a watched folder 1. Click the Administration link on the Treeno toolbar. 2. Click the Manage Barcodes tab. 3. Click Print User Barcodes. The Print User Barcodes page opens. 4. Click the Barcode icon next to the appropriate user. The Print dialog box opens. 5. Click Print. Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 23

24 6. On the Manage Barcodes tab, click Unprocessed Barcodes. 7. Click Unprocessed Barcodes. The Barcode Reconciliation page opens. 8. Copy (CTRL + C) the inbox barcode you just printed. 9. Right-click the File Monitor icon and click Setup. The File Monitor Wizard opens. 10. Click the Extra Monitors button. The Extra Barcode Monitors window opens. 11. Click the Add button. 12. Paste (CTRL + V) the barcode in the Barcode field. 13. Click the Browse button to navigate to the folder that you want to add as an additional watched folder for the File Monitor. This folder must be located on the computer where the File Monitor is installed. Shared network folders are not supported. You can, however, share the local folder as needed. 14. If you want the File Monitor to split multiple-page PDF or TIFF files into individual files before uploading them to Treeno, select the Split check box. Note: When the Split check box is selected, multiple-page PDF files are converted to TIFF format before they are split and uploaded to Treeno. 15. Click Save. You are now ready to scan or drag and drop files into the watched folder. The File Monitor will automatically route the files to the Treeno location designated by the assigned barcode. Workflow Barcodes When you set up a watched folder for files that you want sent to a Treeno workflow, you need to assign a workflow barcode to the folder. When files are placed in this folder, the File Monitor uses the assigned barcode to route the files to the appropriate workflow in Treeno. To generate a workflow barcode for a watched folder 1. Click the Administration link on the Treeno toolbar. 2. Click the Manage Barcodes tab. 3. Click Print Workflow Barcodes. The Print Workflow Barcodes page opens. Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 24

25 4. Select the department where the workflow you want to start has been defined. 5. Select the workflow you want to start when the barcode is scanned. 6. Select the cabinet where you want the barcode to scan to. 7. Select the workflow owner. This is the user who will be scanning the barcode and starting the documents in the workflow. 8. Click Print Barcode to open the Print dialog box. 9. Click Print. 10. On the Manage Barcodes tab, click Unprocessed Barcodes. The Barcode Reconciliation page opens. 11. Copy (CTRL + C) the workflow barcode you just printed. 12. Right-click the File Monitor icon and click Setup. The File Monitor Wizard opens. 13. Click the Extra Monitors button. The Extra Barcode Monitors window opens. 14. Click the Add button. 15. Paste (CTRL + V) the barcode in the Barcode field. 16. Click the Browse button to navigate to the folder that you want to add as an additional watched folder for the File Monitor. This folder must be located on the computer where the File Monitor is installed. Shared network folders are not supported. You can, however, share the local folder as needed. 17. If you want the File Monitor to split multiple-page PDF or TIFF files into individual files before uploading them to Treeno, select the Split check box. Note: When the Split check box is selected, multiple-page PDF files are converted to TIFF format before they are split and uploaded to Treeno. 18. Click Save. You are now ready to scan or drag and drop files into the watched folder. The File Monitor will automatically route the files to the Treeno location designated by the assigned barcode. Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 25

26 Auto-Indexing In addition to uploading files to Treeno, the File Monitor can automatically index the files using data that is extracted from Treeno Web Services. This data is mapped to the index fields in a designated cabinet using the INDEX.AUTO file. INDEX.AUTO routes a file to a Treeno cabinet by assigning the cabinet s index values to the file. INDEX.AUTO can only be used for cabinets using Folder View. The Document Type View structure is not supported. INDEX.AUTO is placed in a watched folder that you create using the File Monitor Wizard. The folder must be associated with a barcode to the designated location in Treeno (see Creating Barcodes for Monitored Folders on page 19). When you scan a file into the watched folder, the File Monitor uploads it to Treeno and automatically populates the file s index fields with the appropriate values. Using the INDEX.AUTO File The following steps are required to use INDEX.AUTO: 1. Create the INDEX.AUTO file as a new text file. The file name must be in all caps. Save the file as All Files, NOT as a text file. Note: INDEX.AUTO must not have a.txt file extension when you save it. The.txt extension will prevent Treeno File Monitor from processing files. 2. Using a Treeno Web Services call, define the index values and mapping syntax in INDEX.AUTO. This information will create an empty folder in the appropriate cabinet in Treeno. Contact your Treeno Support Representative for information on using Web Services. 3. Using the Print Barcode button in Treeno, generate a barcode for the cabinet folder where you want to store the uploaded files. Copy the barcode ID from the Barcode Reconciliation window (see page 21). 4. Create an additional watched folder using the Extra Monitor button in the File Monitor Wizard. Paste the barcode ID in the Barcode field (see page 21). 5. Place INDEX.AUTO in the watched folder. 6. Scan or drag files to the watched folder. Treeno File Monitor routes the files to the barcoded cabinet folder and automatically indexes them using the mapping specified in INDEX.AUTO. Syntax Example Each index value in INDEX.AUTO must be separated by a semicolon (;). If you are indexing files into a cabinet and you want to ignore one or more of the cabinet s index fields, use two quotation marks as a placeholder in the mapping syntax. Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 26

27 For example, you want to route files to an Accounts Payable (AP) cabinet with the following index fields: invoice number, amount, and date. INDEX.AUTO would then contain the following values and mapping syntax: If you decided not to auto-populate the amount index field, for example, the INDEX.AUTO syntax would indicate this using two quotation marks in the place of the amount field: Other than the index field mapping, INDEX.AUTO should not contain any other text, including header information. Copyright 2012 Treeno Software. All Rights Reserved. Treeno Confidential Information. 27

Treeno File Monitor. Installation and Configuration Guide

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