Use a Document Import Application

A document import application consists of three main elements.

File Preview Pane

This area displays the content of the current document, which is the import document currently selected in the Table Input pane.

Note

This document content preview is available for PDF, PNG, GIF, and JPEG files.

This pane also enables you to add more documents to the import, because you can drag files into this area. For more information about the import process, see the Autoform DM 10.4 and 10.5 area of Import Documents into the Archive.

Key Input Pane

This pane contains the metadata that will be associated with the current document when that document is archived. The current document is the document that is selected in the Table Input pane.

You can add and update document metadata in the Key Input pane. This pane and the Table Input pane both display document metadata; consequently, any changes that you make here appear there too.

Note

To use the Key Input pane, you must add one or more documents to the import.

Table Input Pane

This pane lists the files you have chosen to import. Alternative display modes are available. To switch between them, click one of the View Mode buttons:

Table Input View

This is the default view. It displays document key data organized into a table, which can make entering and editing document metadata simple. Each table row corresponds to a particular import document.

If your categorization of the import documents uses more than one document definition (for example, some documents are invoices and others are statements), the Table Input pane will contain multiple tables; one for each of the used document definitions.

When you select a table row, that row's document is previewed in the File Preview pane, and that document's metadata is displayed the Key Input pane (in addition to the Table Input pane).

Click a cell to enter or modify the data in it. To use the keyboard to move between table cells, press Tab. The cursor will move to the next editable cell in the current row. Or, if the currently selected cell is the last cell in a row, the cursor will move to the first editable cell in the next row.

Note

You can overwrite the data either directly in the table cells, or alternatively in the Key Input pane. If a key is set to read-only, its data cannot be changed.

Thumbnails View

This view shows resizable thumbnail previews of the documents.

Click a thumbnail to select that import document. Its content will be displayed in the File Preview pane, and the Key Input pane will display its metadata.

Details View

This view shows additional document metadata.

An import application three main elements:

Each of these areas has a role in the document import process. Refer to the Autoform DM 10.2 or Autoform DM 10.3 area of Import Documents into the Archive for instructions.

Table Input Pane View Modes

The Table Input pane has three view modes: Table Input, Thumbnails, and Details.

Table Input View

This is the default view that includes document key data organized into a table. Each row is one document.

If your categorization of the import documents uses more than one document definition (for example, some documents are invoices and others are statements), the Table Input pane will contain multiple tables; one for each of the used document definitions.

The document associated with the selected row is previewed in the Document pane and its metadata is shown in the Key Input pane.

Thumbnails View

This view shows resizable thumbnail previews of the documents.

Details View

This view shows additional document metadata.

An import application three main elements:

Each of these areas has a role in the document import process. Refer to the Autoform DM 10.1 area of Import Documents into the Archive for instructions.

An import application has two main elements:

Each of these areas has a role in the document import process. Refer to the Autoform DM 10.0 area of Import Documents into the Archive for instructions.

Import Documents

To import documents into the archive, follow this process:

1. Choose documents to import.

2. Link each import document to a document definition.

3. Ensure that the metadata for each document is complete and correct.

4. Import the documents into the archive.

Each of these parts of the process are described below.

Choose Documents to Import

To choose documents to import, use one of the following methods:

• Drag one or more documents from a File Explorer window onto the File Preview pane.

• Click Add more files at the bottom of the import application, select the files, then click Open.

• If the File Preview pane is currently empty: Click in the File Preview pane, select the files, then click Open.

Note

You can import only files of the types that the application is configured to accept. For example, it might be configured to accept only .pdf files.

Link Each Import Document to a Document Definition

After you select files to upload, the Adding Files window opens. In this window, you link each import document to a document definition. This action classifies each import document. For example, if you selected two files, you might classify the first import document as an order invoice and classify the second document as a customer statement.

Note

If the import application is associated with only one document definition, the Adding Files window will not open because there is no need for you to manually classify each import document.

The import application will automatically apply the same document definition to all the import documents. As a result, you can skip to the next stage of the import process (where you enter metadata for each import document).

Note

At any time, you can click Cancel Adding Files (at the bottom corner of the Adding Files window) to close the window and return to the import application.

If you need to manually classify each import document by document definition, follow these steps:

1. Complete Step 1 of the “adding files” process. During step 1, Autoform DM displays the following question: "Are these files all the same document type?". Click one of the following options:

   

   • Yes: One document definition describes all the selected documents. During Step 2 of the “adding files” process, you will choose the document definition to apply to all of those documents.

   • No: The collection of import documents that you chose consists of more than one type of document. During Step 2 of the “adding files” process, you will choose which document definition to apply to each import document individually.

   Note for Users of Autoform DM 10.5

   If the import application is associated with more than one document definition and you are uploading only one file, the upload process will skip directly to the If you clicked Yes part of the next step.

2. Complete Step 2 of the “adding files” process. The tools that Autoform DM provides you to classify the import documents differ depending on which option you selected during Step 1:

   • If you clicked Yes: Click the document definition that you want to apply to all the import documents.

     

   • If you clicked No: Autoform DM will display tiles (or thumbnail previews, if possible) to represent each import document. Colored areas beside these tiles represent document definitions. Drag and drop each document to the document definition that you want to apply to it. To remove a document from the import during this classification process, drag its tile to the Drag files here to delete (trash can) area.

     Tip

     If only some of the document definitions are relevant to you, click Filter Document Definitions and deselect any document definitions that are not relevant. Autoform DM will hide them.

     

     After you have dragged all documents to a document definition, a table summarizes your actions. To accept these classifications, click Finished.

     

Enter Document Metadata

After you have classified the import documents, the Adding Files window closes. The Table Input pane of the import application (see “a” in the image below) and the Key Input pane (b) show which document definitions you applied.

Before you import the documents, you must ensure that the metadata for each document is complete and correct. In the Key Input pane and Table Input pane, check existing values, and enter or select metadata values that are appropriate for your documents. You must complete all mandatory fields.

In the Key Input pane: Enter the metadata that will be associated with each document when it is archived. Populate the fields as required for each document. To select a document to enter metadata for, click that document’s row in the Table Input pane.

You cannot import a document without completing all required fields.

Note

• Keys that the system administrator has configured as read-only cannot be overwritten.

• Number and date keys have validation but String keys do not.

• The keys that an import application uses are customizable and are defined by the system administrator. As a result, they might be different from the examples shown here.Your content goes here

In the Table Input pane: Enter metadata directly into the table cells in each row.

You can right-click a cell to display a menu that provides additional capabilities:

• Delete File: Deletes the row and removes the corresponding document from this import.

• Fill value up: Fills all fields above, in the same column, with the same value.

• Fill value down: Fills all fields below, in the same column, with the same value.

• Fill series down: Fills all cells below, in the same column, from the top cell downwards, with values that (for each row of the table) increment by 1 (for numeric keys) or 1 day (for date keys). For example, if a table in the Table Input pane contains four files, a numeric data cell in the first row of the table contains 4, and you right-click the 4 and then select Fill series down (+1), that column will contain (from the top row downwards): 4, 5, 6, then 7.

  • This command is available only when you right-click a numeric or date key cell, in the top row of a table.

  • For numeric keys, the menu item is Fill series down (+1).

  • For date keys, the menu item is Fill series down (+1 day).

• Reclassify file: Displays a list of available document definitions, to enable you to change the selected document to another document type.

Note

Some import applications collect Customer Unique Key metadata for documents. For more information about Customer Unique Key (CUK) and the icons that Autoform DM displays within a CUK column in the Table Input pane, see Customer Unique Key (CUK).

Note

If the Autoform DM import application is configured to, it will automatically extract an identification code from a barcode in the import document, then use that code in the import workflow as the import document's CUK. For more information about this feature, see Barcode Scan and Match.

Import the Documents into the Archive

When you are ready to import the documents into the archive, click Import. Autoform DM archives the documents and returns to the start of the import process.

Restart the Import Process

To restart the import process without importing the currently selected documents, click Reset (below the Table Input pane).

Return to the Application List

To exit the import application and return to the application list, click Cancel (below the Table Input pane).

Import Documents

To import documents into the archive, follow this process:

1. Choose documents to import.

2. Link each import document to a document definition.

3. Ensure that the metadata for each document is complete and correct.

4. Import the documents into the archive.

Each of these parts of the process are described below.

Choose Documents to Import

To import documents into the archive, follow these steps:

To choose documents to import, use one of the following methods:

• Drag one or more documents from a File Explorer window onto the Document pane.

• Click in the Document pane, select one or more documents in the Open window, then click Open.

• If you have already selected some documents to import, you can click Add more files below the Table Input pane.

Note

You can import only files of the types that the application is configured to accept. For example, it might be configured to accept only .pdf files.

Link Each Import Document to a Document Definition

The part of the process that you do next depends on whether the import application is associated with more than one document definition:

If the import application is associated with only one document definition: The import application will automatically apply that document definition to all the import documents. As a result, you can skip to the next part of this process (enter metadata for each import document).

If the import application is associated with more than one document definition: The Adding Files window opens. You must use this window to apply the correct document definition to each import document. To apply document definitions to documents, follow these steps:

1. In the Adding Files window, answer the first question: Step 1 – Are these files all the same document type? There are two options:

   • Yes: Select this option if all the documents you are uploading are the same type. For example, they are all invoices.

   • No: Select this option if you are uploading several types of documents. For example, some invoices and some statements.

   

2. Complete the Step 2 – Choose document definition(s) part of the process. The tools that Autoform DM provides to you depend on whether you answered Yes or No in the previous step.

   • If you answered Yes: Select the document definition that you want to be applied to all the files.

     

   • If you answered No: Follow these steps:

     1. Each document is represented by a thumbnail image. Drag each document thumbnail to the relevant document definition to apply that definition. You can remove documents from the import by dragging them to the bin icon.

        

     2. When you have classified all the import documents, a summary table is shown. Click Finished to submit your document classifications.

        

Enter Document Metadata

Enter metadata for each import document. You can use the Key Input pane, the Table Input pane, or both.

Note

Some import applications provide a Customer Unique Key (CUK) metadata key for each document.

For more information about Customer Unique Key (CUK), see Customer Unique Key (CUK). That section also describes the icons that an import application displays within a Customer Unique Key column in the Table Input pane.

Key Input pane: Enter the metadata that will be associated with each document when it is archived. Populate the fields as required for each document. To select a document to enter metadata for, click that document’s row in the Table Input pane. You cannot import a document without completing all required fields.

Note

Fields containing System data, or those which were set as read-only by the system administrator, cannot be overwritten.

Number and date keys have validation but String keys do not.

The fields are customizable and are defined by the system administrator. Therefore, they might be different from the example shown.

Table Input pane: Enter metadata directly into the table cells in each row.

You can right-click a cell to display a menu that provides additional capabilities:

• Delete File: Deletes the row and removes the corresponding document from this import.

• Fill value up: Fills all fields above, in the same column, with the same value.

• Fill value down: Fills all fields below, in the same column, with the same value.

• Fill series down: Fills all cells below, in the same column, from the top cell downwards, with values that (for each row of the table) increment by 1 (for numeric keys) or 1 day (for date keys). For example, if a table in the Table Input pane contains four files, a numeric data cell in the first row of the table contains 4, and you right-click the 4 and then select Fill series down (+1), that column will contain (from the top row downwards): 4, 5, 6, then 7.

  • This command is available only when you right-click a numeric or date key cell, in the top row of a table.

  • For numeric keys, the menu item is Fill series down (+1).

  • For date keys, the menu item is Fill series down (+1 day).

• Reclassify file: Displays a list of available document definitions, to enable you to change the selected document to another document type.

Import the Documents into the Archive

Click Import below the Table Input pane. Autoform DM archives the documents and then returns to the start of the document import process.

Restart the Import Process

To restart the import process without importing the currently selected documents, click Reset (below the Table Input pane).

Return to the Application List

To exit the import application and return to the application list, click Cancel (below the Table Input pane).

Import Documents

To import documents into the archive, follow this process:

1. Choose documents to import.

2. Link each import document to a document definition.

3. Ensure that the metadata for each document is complete and correct.

4. Import the documents into the archive.

Each of these parts of the process are described below.

Choose Documents to Import

To choose documents to import, use one of the following methods:

• Drag one or more documents from a File Explorer window onto the Document pane.

• Click in the Document pane, select one or more documents in the Open window, then click Open.

• If you have already selected some documents to import, you can click Add more files below the Table Input pane.

Note

You can import only files of the types that the application is configured to accept. For example, it might be configured to accept only .pdf files.

Link Each Import Document to a Document Definition

In the Adding Files window, answer the first question: Step 1 – Are these files all the same document type? There are two options:

• Yes: Select this option if all the documents you are uploading are the same type. For example, they are all invoices.

• No: Select this option if you are uploading several types of documents. For example, some invoices and some statements.

Complete the Step 2 – Choose document definition(s) part of the process. The tools that Autoform DM provides to you depend on whether you answered Yes or No in the previous step.

If you answered Yes: Select the document definition that you want to be applied to all the files.

If you answered No: Follow these steps:

1. Each document is represented by a thumbnail image. Drag each document thumbnail to the relevant document definition to apply that definition. You can remove documents from the import by dragging them to the bin icon.

   

2. When you have classified all the import documents, a summary table is shown. Click Finished to submit your document classifications.

   

Enter Document Metadata

Enter metadata for each import document. You can use the Key Input pane, the Table Input pane, or both.

Key Input pane: Enter the metadata that will be associated with each document when it is archived. Populate the fields as required for each document. To select a document to enter metadata for, click that document’s row in the Table Input pane. You cannot import a document without completing all required fields.

Note

Fields containing System data, or those which were set as read-only by the system administrator, cannot be overwritten.

Number and date keys have validation but String keys do not.

The fields are customizable and are defined by the system administrator. Therefore, they might be different from the example shown.

Table Input pane: Enter metadata directly into the table cells in each row.

You can right-click a table cell to display a menu that provides additional capabilities:

• Delete File: Deletes the row and removes the corresponding document from this import.

• Fill value up: Fills all fields above, in the same column, with the same value.

• Fill value down: Fills all fields below, in the same column, with the same value.

• Fill series down: Fills all cells below, in the same column, from the top cell downwards, with values that (for each row of the table) increment by 1 (for numeric keys) or 1 day (for date keys). For example, if a table in the Table Input pane contains four files, a numeric data cell in the first row of the table contains 4, and you right-click the 4 and then select Fill series down (+1), that column will contain (from the top row downwards): 4, 5, 6, then 7.

  • This command is available only when you right-click a numeric or date key cell, in the top row of a table.

  • For numeric keys, the menu item is Fill series down (+1).

  • For date keys, the menu item is Fill series down (+1 day).

• Reclassify file: Displays a list of available document definitions, to enable you to change the selected document to another document type.

Import the Documents into the Archive

Click Import below the Table Input pane. Autoform DM archives the documents and then returns to the start of the document import process.

Restart the Import Process

To restart the import process without importing the currently selected documents, click Reset (below the Table Input pane).

Return to the Application List

To exit the import application and return to the application list, click Cancel (below the Table Input pane).

Import Documents

To import documents into the archive, follow these steps:

1. To choose documents to import, use one of the following methods:

   • Drag one or more documents from a File Explorer window onto the Document pane.

   • Click in the Document pane, select one or more documents in the Open window, then click Open.

   Note

   You can import only files of the types that the application is configured to accept. For example, it might be configured to accept only .pdf files.

   

2. Enter metadata for each import document. You can use the Key Input pane, the Table Input pane, or both:

   • Key Input pane: Enter the metadata that will be associated with each document when it is archived. Populate the fields as required for each document. To select a document to enter metadata for, click that document’s row in the Table Input pane. You cannot import a document without completing all required fields.

     Note

     The Document Definition that you select in the Key Input pane is applied to all the documents in the Table Input pane.

     Note

     Fields containing System data, or those which were set as read-only by the system administrator, cannot be overwritten.

     Number and date keys have validation but String keys do not.

     The fields are customizable and are defined by the system administrator. Therefore, they might be different from the example shown.

   • Table Input pane: Enter metadata directly into the table cells in each row. In each cell, you can click the (purple arrow) icon to display a menu that provides additional capabilities:

     • Delete File: Deletes the row and removes the corresponding document from this import.

     • Fill value up: Fills all fields above, in the same column, with the same value.

     • Fill value down: Fills all fields below, in the same column, with the same value.

     Note

     The document associated with the selected row is previewed in the Document pane and that document’s metadata is shown in the Key Input pane.

     Note

     If a key is set to read-only, that data cannot be changed in the Table Input pane.

3. Click Import below the Table Input pane. Autoform DM archives the documents and then returns to the start of the document import process.

Restart the Import Process

To restart the import process without importing the currently selected documents, click Reset (below the Table Input pane).

Return to the Application List

To exit the import application and return to the application list, click Cancel (below the Table Input pane).

Note

In Autoform DM 10.0, a document import application can import only one document. To import multiple documents, you must run the application multiple times.

Import a Document

To import a document into the archive, follow these steps:

1. To choose a document to import, use one of the following methods:

   • Drag a document from a File Explorer window onto the Document pane.

   • Click in the Document pane, select the file, then click Open.

   Note

   You can import only files of the types that the application is configured to accept. For example, it might be configured to accept only .pdf files.

   

2. In the Key Input pane, enter the metadata that will be associated with the document when it is archived. Populate the fields as required for your document. You cannot import a document without completing all required fields.

   Note

   Fields containing System data, or those which were set as read-only by the system administrator, cannot be overwritten.

   Number and date keys have validation but String keys do not.

   The fields are customizable and are defined by the system administrator. Therefore, they might be different from the example shown.

3. Click Import (below the Document pane or at the bottom of the Key Input pane). Autoform DM archives the document and then returns to the start of the document import process.

   Note

   After you click Import, Autoform DM empties the metadata fields in the Key Input pane. To retain the metadata that you entered and apply it to the next document, click Preserve key data in the Key Input pane before you click Import.

Restart the Import Process

To restart the import process without importing the currently selected document, click Reset (below the Document pane).

Return to the Application List

To exit the import application and return to the application list, click Cancel (below the Document pane).