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The Datacap workflow completes the processing of a batch by persisting the captured documents and metadata to an enterprise content management (ECM) repository. In many cases, it also exports some of the business data to line-of-business systems such databases or applications. It can output data and contents in a format that is compatible with the input stage of another system, such as IBM Content Manager On Demand.
Datacap includes libraries to export to IBM and non-IBM ECM repositories, relational databases, XML, and flat files. Datacap integrates with IBM FileNet Image Services, FileNet Content Manager and IBM Content Manager by using their respective native APIs. Datacap can also communicate with these or non-IBM repositories using the Content Management Interoperability Services (CMIS) interface. To use CMIS with an IBM content repository, the services must be enabled for that repository.
The CMIS interface can be used both for importing document definitions in the Datacap Document Hierarchy and for exporting the documents and extracted data to any
CMIS-enabled repository, including the cloud-based IBM Navigator.
2.4.1 Mapping repository document properties using CMIS
Datacap field definitions used in the Document Hierarchy, including name, type and length, can be imported and synced with the property definitions of any CMIS-enabled repository, including on-premises IBM ECM repositories.
For example, you can get access to the document classes of an IBM FileNet Content Manager repository by creating a Datacap application type of
CMIS
, using the Application Wizard in FastDoc or Datacap Studio. The FileNet Content Manager property definitions can be attached to any level of the Datacap Document Hierarchy, not just to the document level. This way, batch-level fields in the Document Hierarchy that hold data relevant to all the documents included in the batch are then exported to each of the FileNet Content Manager documents. See Figure 2-12 for an example.Figure 2-12 Mapping of FileNet Content Manager document properties to Datacap fields
Note: For more information about Datacap’s export capabilities, see Chapter 9, “Export and integration” on page 205.
2.4.2 Exporting to FileNet Content Manager
Datacap provides the Export to FileNet Content Manager compiled ruleset to write
documents to FileNet Content Manager. It displays a user interface to configure the following capabilities:
Establish a connection to a FileNet Content Manager system.
Attach to a given object store and FileNet Content Manager document class.
Define a root folder and create a subfolder to store documents. For example, you can create a new folder for each new claim based on a unique claim identification number extracted from the claim form.
Assign the FileNet Content Manager document class to export to and map the Datacap field values and variables of the runtime Document Hierarchy to its properties to index the documents in the repository. When using imported property definitions the mapping is already provided. Note that you can assign any MIME type to the documents; not just image types. This enables you to store all sorts of electronic documents (PDF, Excel, and so on) if needed.
Upload documents to the destination folder.
Depending on the use case, the export rulesets can be preceded by a document conversion ruleset in which the individual pages of the Datacap document are merged into a multipage TIFF or PDF file. Alternatively, each Datacap page can be uploaded to FileNet Content Manager as a separate file according to “content element.” This enables the retrieval of individual pages, on demand, from FileNet Content Manager applications to conserve bandwidth and to provide a better response time.
2.4.3 Exporting to IBM Content Manager
Datacap provides the “Export to IBM Content Manager” compiled ruleset to write documents to IBM Content Manager. It displays a user interface to configure the following capabilities:
Establish a connection to the IBM Content Manager system.
Set the destination folder to store the documents. For example, you can set the destination folder to upload a new claim form to an existing customer’s folder, which you assign by using data extracted from the scanned document.
Create and index (assign property values to) a folder of a specified type. The folder can be attached to a parent folder to create a folder structure. For example, you can create a new folder for each new claim, index the claim folder with a unique claim number extracted from a unique bar code on the scanned claim document, and attach it under a folder named after the customer’s unique ID, which is also found on the claim document.
Assign the IBM Content Manager document item type to export to and map the Datacap field values and variables of the runtime Document Hierarchy to its properties to index the documents in the repository. When using imported property definitions, the mapping is already provided. You can assign any MIME type to the document, not just image types. This enables you to store all sorts of electronic documents (PDF, Microsoft Excel, and so on) if needed.
The integration with IBM Content Manager does more than just delivering content into a static foddering folder structure. The Datacap actions provide significant flexibility in the way documents are organized and stored in the repository, including the following capabilities:
Search for an existing folder or document in the repository that matches a specified attribute and value. For example, you can configure the export to search for a specific folder using a unique customer ID, or for a specific document using a claim number extracted from the scanned documents, and then use the folder or document reference returned by IBM Content Manager for further actions.
Add to, delete from, or replace pages of an existing IBM Content Manager document. For example, you can search for a specific claim document based on a unique claim number extracted from the scanned Datacap document and add all or specific pages from it to the IBM Content Manager document. Alternatively, you can delete some or all from the IBM Content Manager document, or you can simply replace a given page by another from the Datacap document.
Create a child component (multiple values, or
multi-valued
property) under the current document and assign attributes to it. For example you can add sets of multiple-value fields to a claim document to store the information about each car of a multiple-collisionaccident. For each line item that describes a damaged car in the police report, you can create a child component called “damaged vehicle” with three attribute-value pairs for the VIN, Driver First Name, and Driver Last Name.
2.4.4 Exporting to a CMIS repository
Datacap provides the CMISClient actions library to export documents to an IBM Content Management Interoperability Services (CMIS) repository. The CMIS export is the preferred method to commit documents to a remote repository over the Internet. It provides the following capabilities:
Establish a connection to the CMIS-enabled repository.
Create a folder in the root or a parent folder. This is useful for example to create a new folder, based on the claim number extracted from a claim form, to store all documents pertaining to the claim.
Assign a document type and map the Datacap field values and variables of the runtime Document Hierarchy to its properties to index the documents in the repository.
Upload the content file associated with the document type and properties created earlier. If each Datacap document contains multiple pages, the CMIS export actions must be preceded by a document conversion ruleset to convert the individual pages of the Datacap document into a multipage TIFF or PDF file. You can assign any MIME type to the document, not just image types. This enables you to store various kinds of electronic documents (PDF, Excel, and so on) if needed.
Test for the existence of a file or folder. For example, before creating a new folder for a claim, this action can be used to test for the existence of a folder named after the claim under the same parent folder and create it only if it does not already exist. If it exists, you just add the new documents to the existing folder.
Delete a folder or file. This is useful for repositories that do not implement a versioning mechanism to publish the latest version of a document. For example, you can test for the existence of a policy document and then delete and replace it by the newly uploaded one.
Figure 2-13 shows and example of a CMIS export ruleset.
Figure 2-13 Actions to export to CMIS in Datacap Studio
2.4.5 Exporting to a database
To export to a database that is accessible through ODBC, the ExportDB library provides the following actions:
Establish and close a connection to the database.
Open the target database table.
Assemble each database record in memory, and populate it with data from Datacap field values and variables of the runtime Document Hierarchy.
Commit the database record.
You bind the actions to open the database to the open event at batch level. You also bind the actions to close the database to the
Close
event at batch level. In addition, you bind the actions to create the data records for the Open event at document level. See Figure 2-14 on page 57 for an example.Figure 2-14 Actions to export to a database in Datacap Studio
2.4.6 Exporting to a flat file
By using the Datacap Export library, you can output data to the file system to be picked up for import by another system. The library provides the following actions:
Set the path, file name, and extension of the export file.
Format text (new line, blank lines, fields, filler characters, value and OMR separators, value justification, value length, OMR separator, and so on).
Output text, date, time, field values, and variables of the runtime Document Hierarchy, and filter on field status.
Save the export file.
The information that needs to be exported and how to code the export file depends on the target system. For example, this method can be used to feed the FileNet Content Manager Bulk Import Tool as an offline alternative to a direct connection to FileNet Content Manager. Alternatively, it can be used to import documents in IBM Content Manager On Demand by using its ARSLOAD utility.
You bind the actions to create the export file and write the data needed once to the