Migrations Custom Tabs

Field Settings Tab

The Field Settings tab provides a tool to map index values from the capture process to index or metadata fields in the target content management system. The Field Name column represents the index field name defined for this Document Type, while the Linked Field Name column represents the index field name in the target system. The Output Format supports Text Field Masking (see Text Field Masking in the Appendix of this manual). To Include a field to be migrated select the corresponding box.

Keywords Tab

The Keywords tab provides a tool to map index values from the capture process to keyword fields in the target content management system. The Output Format supports Text Field Masking (see Text Field Masking in the Appendix of this manual). To Include a field to be migrated select the corresponding box.

Folder Output Design/Folder Design Tab

The folder design tab supports the use of system and index data in naming of the folders that are being migrated to the target system. In the example below, the year portion of the ‘PO Date‘ index value is used to create a folder and then the ‘Vendor Name’ index value is being used to name and create a subfolder below that. NOTE: If a folder of the same value already exists nothing is done.

Select New Folder and then highlight a Field Name and select Add Field to label the Folder on the right side. Once selecting the field the Field Mask Options dialog box will appear. Click OK to use the entire contents of the field or use the Text Field Masking (see text field masking in the appendix of this manual). NOTE: For Date fields, if no mask is specified format will be ‘ MM-did-ivy’.

Highlighting a Folder and then Field Name and selecting Add Field on more than one Field will cause a concatenated folder name. i.e.<PO Date><Vendor Name>

Custom File Naming

  • Document Title Naming

  • Document Naming

  • Document Description

Many of these tabs are configured the same way. Example shown here is the Custom File Naming tab for folder migration. It supports the use of system and index data to name the files that are being migrated to the target system. In the example below, the PO #, underscore, BatchID, and DocumentID are being concatenated to create a naming pattern for the migrated files in the target system.

The Current Pattern displays the configured design and applies to all selected file output types.

Similarly the Document Title Naming / Document Naming / Document Description tabs support the use of system and index data to Title the files that are being migrated to the target system. In the example below, the PO Number, underscore, BatchID, and DocumentID are being concatenated to create a naming pattern for the migrated files in the target system.

The Current Pattern displays the configured design and applies to all selected file output types.

Highlight a Field Name and select Add Field to show the field on the right side. Once selecting the field the Field Mask Options dialog box will appear. Click OK to use the entire contents of the field or use the Text Field Masking (see text field masking in the appendix of this manual). NOTE: For Date fields, if no mask is specified format will be ‘ MM-dd-yyyy’.

**** CREATING A UNIQUE FILE or DOCUMENT NAME ****

To create a unique file name select the following system fields: BatchID, FolderID, and DocumentID. Then place underscores as constants in between each so that the Current Pattern shows:

<BatchID>_<FolderID>_<DocumentID>

Pre-Processing

Bates Stamping Options

Bates Stamping is a legal industry standard for organizing and numbering multi-page legal documents. The program provides two methodologies for applying Bates Stamping: Capture Bates Stamping and Migration Bates Stamping. Capture based stamping applies Bates Stamps during the initial capture phase of a workflow. Migration based stamping applies Bates Stamps in the Migration phase of a workflow, which is typically the final phase.

NOTE: The Bates Stamping function in the Migrations module affects ONLY images files and not OCR files. There are 3rd party products that are plug-ins to Adobe Professional that can handle this task.

Enable Bates Stamping

Configure Capture Bates Stamping by enabling the Bates Stamping and then selecting the associated Setup button.

Bates Stamp Settings

Bates Stamps

Name

This is the name tag for this bates stamp.

Formating

Font

Choose the desired font from the drop down list of system installed fonts. NOTE: Some fonts produce better results than others.

Background Color

Choose one of the many colors of the system color palette however, “Transparent” (default) or “White” are highly recommended.

Font Color

Choose one of the many colors of the system color palette.

Font Size

Choose the desired font size.

Rotation

Choose the desired rotation angle of the text on the image.

Position

Choose the X and Y coordinates in either pixels or inches. Choose the orientation of X, From Left or From Right and Y, From Top or From Bottom.

Sections for Current Bates Stamp

Name

This is the name tag for this bates stamp section.

Section Settings

Section Type

There are 4 section types to choose from:

System Field

Choose from one of the following system fields:

Index Field

Choose from one of the defined batch/folder/document index fields from this Document Type.

Constant

Choose from any printable character however, a space or underscore are the most common.

Auto Number

Auto Number Settings

Select from the drop down box: New Counter Per Batch or one of the defined shared counters or click Setup and then Add to create a new shared counter.

Initial Value

Set a numeric value

Increment By

Set an interval.

Every

Select Page, Document, or Folder

Shared Counters

Shared Counters

The user can define counters which are shared across stations for use in auto numbering fields in Index Data Fields, Bates Stamping or Imprinting.

Add Counter

Add a new counter by entering a Display Name and an Initial Value

Remove Counter

Highlight the counter to be removed and select remove

Reset Counter

 

Highlight the counter to be reset and select reset. This will set the value to 0.

Enter New Counter Value/Update

Highlight the counter to be changed and enter a new value

Common Settings

Section Width

Select the width of each Name on the left window by highlighting it first.

Pad Section with

Select the value to pad or prefix with if the width selected above is less than its value.

Output Format

Select the desired structure of the Bates string. NOTE: see Text Field Masking in the Appendix section of this manual.

Convert to uppercase

Selecting this option will cause all alpha characters to be printed in uppercase.

Bates Stamp Preview

This displays how the configured Bates Stamp will appear on the Image.

Options

Create Border for Bates Stamps

Percent to shrink orginal image

The entire image will be shrunk this percentage

Image Position

Anchor the image in order to get the desired white space to stamp the image without over writing something on the image.

  • Anchoring to the Center will create equal space on all sides.

  • Anchoring to the Topwill create space at the Bottom.

  • Anchoring to the Bottom will create space at the Top.

  • Anchoring to the Left will create space at the Right.

  • Anchoring to the Right will create space at the Left.

Imaging Processing Options

Select Enable Image Processing and then specify the image processing functions to run.

NOTE: The Enable Image Processing affects ONLY images files and not OCR. This feature is intended to be used when the desired images being migrated need a particular function run on them like Binarize when the user has scanned in color and wishes a second output stream of Black and White images. See “Document Type Configuration/Image Processing” for more details.

Image Tag Output

Output Options

Remove specified page from Migration Output: Page to remove from Output

A specified page from each document will be omitted from the output. NOTE: The Remove Page from Output affects ONLY images files and not OCR. This feature is intended to be used when the desired page to be removed is NOT a Folder or Document Separator. OCR is handled in the OCR Workflow Configuration section of this manual.

Remove last page from Migration Output

The last page from each document will be omitted from the output.

Include Folder Separators in Output

If data is included on the Folder Separator which is important to the user during Quality Assurance or Index but is NOT desired to be left in the output viewed by the end user; de-selecting this option will remove the Folder Separator sheet before outputting the file.

Include Document Separators in Output

If data is included on the Document Separator which is important to the user during Quality Assurance or Index but is NOT desired to be left in the output viewed by the end user; de-selecting this option will remove the Document Separator sheet before outputting the file.

Do not output items marked with Skip flag

Items marked with the Skip flag will be omitted from the output.

NOTE: The Keep/Remove Separators defined in migrations affects ONLY images files and not OCR. OCR is handled in the OCR Workflow Configuration section of this manual.

Document Filtering Options

Document Filtering allows you to only output documents which contain a Regular Expression match within the selected index field(s). This is commonly used when creating multiple migrations within a single workflow where you want an index field to direct documents to the desired migration. NOTE: This feature requires Advanced Data Extraction (ADE) license.