Manage imports profiles can operate automatically in the background or they can be run manually. In both cases there are some basic rules and functions that can help to manage its operation. The screen below is the manage imports operation screen. You can get to this screen from the Tools > Manage Imports menu option in the FDA.
These are the operations available from this screen:
| Operation | Description |
|---|---|
| Add | Add a new import profile. Import profiles are stored on the workstation where they are created. You must have library administrator rights to add a profile. |
| Start | Start processing any new documents associated with the selected import profile. This function is not necessary for any import profiles that have been setup to automatically watch a folder. |
| Reset Statistics |
Reset the Batches Completed and Documents Imported counters. If there has been an error in completing the batch or if there has been an accidental removal of documents in the batch, you can select the Reset the file tracking check box to clear the import log and reset the counter to zero. Once the counter is set to zero, the same batch can be imported again.
|
| Show Log File | Open the import log file in notepad. The import log is stored on the workstation. |
| Clear Log File | This will erase the contents of the import log file. |
| Delete | Click the red X to permanently remove an import profile from the workstation. |
| Change | Click the import profile name to edit the import profile. You must have library administrator rights to change a profile. |
The manage imports screen contains a number of columns with important information about the functioning of each import profile.
| Column | Purpose | ||||||||
|---|---|---|---|---|---|---|---|---|---|
| Import Name | The name of the import profile. For library administrators this name will appear as a link. | ||||||||
| Description | If the creator of the import profile set a description it will be displayed here. | ||||||||
| Import Type | Imports can be personal or shared. A shared profile is available to all Windows users that log on to the workstation. Personal profiles can only be seen by the for the Windows user where the profile was created. | ||||||||
| Batches Completed | Each XML file seen by manage imports is a batch. These batches are processed by adding each document specified in each batch to the inbox or transfer queue. When all the documents from the batch have been placed in one of those two locations the batch will be complete. This does not mean the documents have been transferred to the FileHold library. | ||||||||
| Documents Imported | When all documents specified in a batch are available all the documents in the batch can be imported and will show in this total. | ||||||||
| Status |
|
||||||||
| Destination |
|
||||||||
| After Import |
|
Manually running an import
To start or manually run the import
- In FDA, go to Tools > Manage Imports and select the import name from the list.
- Click Start. The documents are imported according to the configuration in the import.
- The import runs and automatically imports documents if the Watch for new files… setting is enabled.
- If the Watch for new files… setting is not enabled, the import will have to be run manually. In other words, you will have to click Start to run the import.
- To reset the number of documents imported counter, click Reset Statistics. Use this setting if there has been an error in completing the batch or if there has been an accidental removal of documents in the batch, you can select the Reset the file tracking check box to clear the import log and reset the counter to zero. Once the counter is set to zero, the same batch can be imported again. IMPORTANT: By clearing the import log, the internal file duplication tracking information is also cleared. Therefore, documents that were already imported into the library prior to the batch failure may be imported again if they were not set to be deleted or moved in manage import settings. The counter in the Documents Imported column is reset to 0.
Viewing the import log file
To view the log file from the imports
- In FDA, go to Tools > Manage Imports and click Show Log File. The log file opens in Notepad.
- To clear the log file, click Clear Log File.
Sharing imports from document scanning applications
Shared Imports can be used when two or more users share a local computer and have differing Windows user accounts. When Shared Imports and Shared Inboxes are enabled any documents that are imported into FileHold will be “shared” between the Inbox of all users. This allows different users to file the documents after they have been imported into the software.
For example, User Mary and User John both work at a scanning station on the same computer during various times each day. Each user has a separate Windows user accounts that they use to log into the scanning station. User Mary logs into the computer with her user account and scans a bunch of documents. These documents are imported into the DM software using the Import tool. User Mary then logs off the computer. User John then logs into the same computer using his Windows user account and opens the DM software. The imported files that User Mary scanned in are in his Inbox and can now be filed into the Library. Note that in order for User Mary to share her imports, she will need to share her Inbox so User John can see them.
If you are sharing imports, ensure that the import type is the same. The “Format of document import” is set in the User Preferences > Advanced tab.
The Shared Imports option is only available to users who have at least the Write permission to the common application data folder (usually “C:ProgramData”), which normally defaults to members of the Administrators group only. See Shared Inboxes for more information.
Troubleshooting Manage imports
When configured correctly manage imports should operate with minimal user intervention. During testing of a new configuration or if the workstation or network conditions have changes since the configuration it is possible that documents will not get processed by manage imports.
