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The Scan from Disk process can also be scheduled to take place automatically during off-peak hours. In the case where a scheduled Scan from Disk _{process encounters files it cannot}

process or if the destination diskgroups are not available, these files would not be imported into OnBase, but would instead be moved to the ERROR_FILES _{subfolder within the folder in}

which the images that were scanned from disk were originally held.

New files added to the ERROR_FILES _{folder are prevented from overwriting files with the}

same file name already in the folder; each time a new file using an existing file name is added, a number is appended to its file extension. For example, if a file named Test.tif _currently

exists in the ERROR_FILES folder, and another file named Test.tif is added to the folder, the newer file would be re-named Test.tif_1_.

For more information on scheduling a Scan from Disk process, see Scheduling on page 309. Sweeping Documents

Sweeping is a way to import files you already have in a folder into OnBase via a scan queue. Unlike scanning, a sweep process can import non-image files into OnBase. The imported files are copied to the disk group associated with the scan queue.

If sweeping is performed on a workstation registered for a Desktop Document Imaging license, the sweep processes are not limited to the same usage (pages per minute) limitations that are imposed on scan or scan from disk processes.

Note: If the Indexing Migrates File option is chosen during Document Type configuration, documents will be stored in the default disk group assigned to the Document Type.

Delete Last Page Deletes the last page and continues. Click Retry to re-scan the last document or click

Cancel to cancel the scanning operation.

Tip:This option is helpful when scanning ends due to a paper jam. Delete Last

Document

Deletes the last document and continues. Click Retry to re-scan the last document or click Cancel to cancel the scanning operation.

Tip:This option is helpful when scanning ends due to a paper jam.

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To sweep images from a directory:

1. In the Working window, double-click the scan queue to receive the images.

2. Then right-click in the Working _{window and select} Sweep Directory _{from the menu. The} Import/Sweep dialog box displays.

3. Click Import File _{to sweep one file into OnBase. A batch containing only document will}

be created for this document, but the Sweep Path Dialog dialog box is not displayed and none of the options displayed within it (i.e., image orientation, Document Type selection) are available.

Click Sweep Directory _{to sweep the contents of an entire folder into OnBase. The} Sweep Path dialog box is displayed.

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4. Click Browse _{to navigate to the directory location or enter the name of the directory in}

the Enter Directory to Sweep edit field. The default sweep directory is set in the Process Options _{dialog box of scan queue configuration. The maximum field length is 66}

characters.

Local directories, as well as UNC paths, are valid locations for initiating a sweep, but a directory sweep cannot be initiated from an FTP location.

Note: OnBase sweeps the file with the shortest file name into the system first, and then proceeds alphabetically/numerically. For example, if the directory includes files named 1.tif_, 2.tif, and 10.tif, the document with the shortest file name is swept in first (1.tif), followed by the files that are displayed next alphabetically or numerically (2.tif_, 3.tif_{, and} 10.tif_).

5. Select a Document Type from the drop-down list if you wish to provide a default Document Type to be used during indexing. This value can be overridden during indexing. Select <None> _{if you do not want to specify a default Document Type.}

6. Select the Delete Files After Sweep check box to delete the original files after they are swept.

Depending on your scan queue configuration, this option may automatically be selected. 7. Select Sweep Images Only _{to exclude all non-image files from your sweep.}

Note: The Sweep _{functionality does not keep keywords. For example, if you sweep in files}

using pre-indexing or full indexing, the keywords that have been input will be deleted after the sweep.

SCHEDULING DOCUMENT SWEEPS

The Sweep functionality can also be scheduled to take place automatically during off-peak hours. In the case where a scheduled Sweep _{cannot access the destination diskgroups, the}

document files would not be imported into OnBase, but would instead be moved to the

ERROR_FILES _{subfolder within the folder in which the images that were swept were originally}

held.

Note: A scheduled Sweep process has no way of identifying corrupted files or unrecognized file formats, and these files may be imported into the system. An error message is returned when a user attempts to index these files, but they are not moved to the ERROR_FILES

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New files added to the ERROR_FILES _{folder are prevented from overwriting files with the}

same file name already in the folder; each time a new file using an existing file name is added, a number is appended to its file extension. For example, if a file named Test.tif _currently

exists in the ERROR_FILES folder, and another file named Test.tif is added to the folder, the newer file would be re-named Test.tif_1_.

For more information on scheduling a Sweep process, see Scheduling on page 309. SWEEPING DOCUMENTS USING WINDOWS AUTOPLAY

Depending on your system configuration, Windows Autoplay can be used to sweep a large number of documents into OnBase quickly and easily from an external source, such as a digital camera or a data CD.

Note: Not all Windows Autoplay actions offer the Archive Documents using OnBase

Document Imaging option. For more information on adding the option to a specific Autoplay event, contact your solution provider.

In order to sweep documents into OnBase using Windows Autoplay, you must have a scan queue configured to accept documents this way. For information on configuring a scan queue to be an Autoplay target, see Integrations on page 219.

If you do not have rights to such a scan queue, the OnBase Client module attempts to import the files using the Import Document _{dialog box. For more information about using the}

Import Document dialog box, see the OnBase Client module Help.

Note: Having rights to a scan queue configured to accept documents swept in by Windows Autoplay prevents you from being able to import documents using Autoplay and the Import Document dialog box.

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To sweep documents into an OnBase scan queue from an external source using Windows Autoplay:

1. Trigger Windows Autoplay by inserting removable media or connecting an external device, such as a digital camera, to your system. Select the Archive Documents using OnBase Document Imaging _{option from the Autoplay dialog box.}

2. All documents stored in the external device are swept into a scan batch of the configured scan queue. If you have access rights to more than one scan queue that has been

configured as a target, then the Document Imaging module will select the queue that is displayed first alphabetically.

Once the sweep is complete, a confirmation message is displayed and the batch will move to the next batch status queue (e.g. Awaiting Index_).

Note: Document Imaging will attempt to determine the imported files’ file formats based on their file extensions.

3. Depending on your system’s configuration, the files on the source device may or may not be deleted. For more information on automatically deleting files or folders that have been swept into OnBase from the source device, see Capture on page 188.

IMAGE ORIENTATION

The Image Orientation _{section of the dialog box allows you to rotate the files as they are}

brought into the system. The image files that are copied to the scan queue’s disk group are saved in the unrotated orientation, and a database entry is made to indicate that the document will be rotated when viewed. The table below explains the settings:

Setting Description

Rotate 90 Left Rotates the image so the right side of the image becomes the top. Rotate 90 Right Rotates the image so the left side of the image becomes the top. Rotate 180 Rotates the image so that the bottom becomes the top.

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The right side of the Image Orientation _{section specifies whether you want to flip the image.}

Flipping an image will make what is currently one side of the image the other side, producing a mirror image of the original file. You will notice that the flip settings are independent of each other, meaning that you can flip one way, both ways, or not at all. As with rotation, these settings are not applied to the image as it is saved on disk, they are only applied at view time within the Client.

4. Click OK to continue the sweep process.

5. Enter a batch name and click OK_{. By default, the batch name will be the date and user}

name.

Importing Documents

The Import File _{option on the} Import/Sweep _{dialog box (step 2 above), allows you to bring a}

single file, as opposed to all the image files in a directory, into a scan queue. To import a single file from a directory:

1. Click Import File on the Import/Sweep dialog box. A standard browsing dialog box displays.

2. Navigate to the file. Double-click it or highlight it in the list and click Open. You can also type the name of the file in the File Name _{text box and click} Open_.

3. A status bar displays as the process completes. When finished, the batch appears in the

Awaiting _{(Index, OCR, Document Separation, Commit) queues, depending on the}

configured Scan Format and Scan Queue options.

Batch Status Queues

Once batches of images are scanned, each batch passes through any number of configured batch status queues where work is completed on each image in the batch either automatically by the system or manually by a user. For example, a batch might be configured to be sent to the Awaiting Full-Page OCR _{queue where software is used to convert image documents to text}

documents. Or a batch might be passed to the Awaiting QA Image Quality Review queue where a user would review each scanned image for quality control purposes.

Setting Description

Flip X Flips the image horizontally.