Creating Custom Workflows

See the File Conversion Rule steps below.

Setting up the folders

The Administrator creates 2 folders locally and provides the Filescan connector service access and permissions to the following folders.

C:\input

C:\output

Note: The folders can be created on a network. The Filescan connector service must have access and permissions to these types of folders as well.

Creating the virtual control file

A virtual control file is created to set and track the user associated with a job and trigger the server to apply the appropriate rule to the files picked up by the Filescan connector located in the input folder.

To create the virtual control file

In Windows File Explorer, go to C:\input and open the folder.
In the folder, right click and select New > Text Document.
Name the file, Virtual.Control.
Select the file and open it.
Type the following parameters and press Enter after each line of text. Do not include the information in the parenthesis ().

#Sender_Email Filescan (This parameter is the user associated with the job.)

#Destination Fax 1111 (This parameter is the trigger assigned to the rule.)
Save and close the file.

Note: Rename and remove the txt extension created by, for example, NotePad. Ignore the warning message. The extension for the virtual control file must be *.control.

Creating the File Conversion rule

The Administrator creates a File Conversion rule that is executed when the server finds a job that matches the fax number destination 1111 criteria.

To create the File Conversion rule

In the Server Administrator, expand RuleSets.
Right click User. The RuleSets shortcut menu appears.
Select New > Route to Connector. The Criteria wizard appears.
Select Fax number on the Destination type drop-down list.
Type 1111 in the Matches box.
Select Next. The Deliver wizard options appear.
Select Filescan on the Server on the Connector drop-down list.
Select PDF (OCR Image+Text) on the Format drop-down list.
Select the Override Destination check box.
Type C:\output in the Override Destination box.
Select Next. The wizard applies a default name to the rule. Use the default name or rename if necessary.
Select Finish. The rule appears in the User RuleSets folder.

See the completed File Conversion rule properties example below.

Rule Properties: General	Criteria	Actions

Setting up the Filescan connector

The Filescan connector is used to process files from one or more folders that are user created. The Administrator sets up the Filescan connector to pick up files from the input folder.

How the Filescan connector and Control files work together

Specific to one document

A control file and document are sent to a folder for the Filescan connector to pick up and process. The control file is unique to each corresponding document.

Specific to multiple documents

One control file is created and associated with every document sent to a folder that the Filescan connector picks up and processes.

To set up the Filescan connector

In the Server Administrator, select Connectors. The Connectors details pane appears.
Right click Filescan on the Server. The Properties shortcut menu appears.
Select Properties. Filescan on the Server Properties dialog box appears.
Select New. The New Folder dialog box appears.
Type Input folder pickup in the Description field.
Type C:\input in the Folder to scan box.
Select the Enable Virtual Mode check box.
Select the Add button. The Enter Extension dialog box appears.
Type *.PDF in the Extension box.

Note: You can add more file extensions by repeating Steps 8 through 9 if necessary.

Select OK on the Enter Extension dialog box.

Note: See About Filescan Folder Properties for more information about Rate, Time, Days of Week controls and options.

Select OK on the New Folder dialog box.
Ensure the C:\input folder is enabled and appears in the Folders list.
Click OK on the Filescan on the Server Properties dialog box.

Tip: : You can configure the Filescan connector to monitor multiple folders for picking up and processing files.

Testing the File Conversion rule

The Administrator conducts a test to ensure the File Conversion rule is successful. The Messages > In Process and History folders are used to check the status of the file conversion.

To test the File Conversion rule

In Windows File Explorer, place a PDF Image file into the C:\input folder. A MLCK file is created temporarily and then disappears when the PDF is picked up for processing.
In the Server Administrator, go to Messages > In Process and select Items submitted today from the View drop-down list. The Filescan job appears in the Job ID table.
Go to Messages > History and select Successful.
Choose a parameter from the View drop-down list if necessary. Successful jobs are shown in the Job ID table.
Ensure the converted PDF file is in the C:\output folder.

Note: Review your steps carefully and contact Technical Support for assistance if the test is not successful.

See the Device Prompt DB Validation rule steps below.

Setting up the Output folder

The Administrator creates a folder locally and provides the Filescan connector service access and permissions to the following folders.

C:\output

Note: The folders can be created on a network. The Filescan connector service must have access and permissions to these types of folders as well.

Creating the Customer ID and Name job properties

The Administrator creates two job properties. One is used to prompt the device user to specify the Customer ID and is set up as the Prompt Value. The other job property is Customer Name which is retrieved from the database and is set up as a Related Value.

To create the Customer ID job property

In the Server Administrator, expand Configuration.
Right click User. The Properties shortcut menu appears.
Select New > Job Property. The Job Property dialog box appears.
Type PromptValue in the Name box.
Select the Prompt UI tab.
Type Customer ID in the Label box.
Type Enter Customer ID in the Instructions box.
Select OK on the Job Property dialog box. The PromptValue job property appears in the Details pane.

To create the Customer Name job property

In the Server Administrator, expand Configuration.
Right click User. The Properties shortcut menu appears.
Select New > Job Property. The Job Property dialog box appears.
Type RelatedValue in the Name box.
Select the Prompt UI tab.
Type Customer Name in the Label box.
Select OK on the Job Property dialog box. The RelatedValue job property appears in the Details pane.

Setting up the PromptValue SQL validation

The Administrator sets up the validation parameters for PromptValue. The Customer ID must be a valid entry in the database before Customer Name is retrieved from it and displayed at the device.

To set up the PromptValue SQL validation

In the User Job Property details pane, select PromptValue. The Job Property dialog box appears.
Select the Qualify tab.
Select Database ADO from the Validation drop-down list.
Select Configure. The Validation Properties dialog box appears.
Ensure Mandatory: User must specify a valid value option is selected.

Note: The Mandatory option displays a Next button if the value entered by a device user is valid. If the value is invalid the Next button is not displayed. If Optional is selected, the Next button is displayed if the value entered by the device user is valid or invalid.

Select the ADO tab.
Type the DSN string for the DB connection in the DSN box.
Type the following SQL CALL statement to retrieve the Customer Name based on the device user’s entry in the Query box.

Select RelatedValue as [{RelatedValue}], PromptValue as [{PromptValue}] from PromptRelated where PromptValue = '%PromptValue%'

Note: In the SQL CALL statement above, the selected table fields are represented in red. The job properties that will be assigned a value are represented in blue. The property that contains the data entered by the device user is represented in gray.

Testing the PromptValue SQL validation

The Administrator tests the PromptValue SQL validation to ensure that the job properties, validation, and communication to and from the database are successful.

To test the PromptValue SQL validation

In the Validation Properties dialog box, select Test. The Test Validation dialog box appears.
Type a valid Customer ID in the PromptValue box and select Test. The Validation Test dialog box appears with the appropriate Customer Name.
Close the Validation Test dialog box.
Select OK on the Validation Properties dialog box.
Select OK on the Job Property PromptValue dialog box.

Setting up the Customer ID device button

The Administrator has the appropriate licenses and installs the Device Client software components necessary before setting up the device button. In this example, the Default device group is used to set up the device button.

To set up the device button

In the Server Administrator, expand Devices.
Right click Default. The Properties shortcut menu appears.
Select Properties. The Device Group Properties dialog box appears.
Select the Buttons tab and Add button. The Add Button dialog box appears.
Select Scan to Destination from the Type drop-down list.
Type Scan with Prompt in the Name box.
Select OK on the Add Button dialog box.
Select the Scan with Prompt button on the Device Home Screen tree. The Button Properties dialog box appears.
Ensure the General tab is selected.
Type Scan with Prompt in the Display Text box.
Type Scan with Prompt in the Description box.
Select the Job Properties tab.
Select the Destination job property in the table. The Set Job Property dialog box appears.
Type scanwithprompt in the Value box. This value is the trigger for the rule.
Select OK on the Set Job Property dialog box.
In the Button Properties dialog box, select the Prompts tab and the Add button. The Select Prompt Job Property dialog box appears.
Use the Ellipsis (….) button to find and select PromptValue from the Property drop-down list.
Select Workflow Group A from the Display on Page drop-down list.
Select OK on the Select Prompt Job Property dialog box.
Select OK on the Button Properties dialog box.
Select OK on the Device Group Properties dialog box.

Note: The steps listed above can be used to deliver the document to another database, SharePoint, XML, or other destination.

Creating the device button rule

In this example, the Administrator creates a rule that uses the PromptValue and RelatedValue properties to name the scanned document and place it in an output folder.

To create the device button rule

In the Server Administrator, expand RuleSets.
Right click User. The Properties shortcut menu appears.
Select New > Route to Connector.
Ensure Email is selected in the Destination type box.
Type scanwithprompt in the Matches box.
Select Next.
Select Filescan on the Server from the Connector drop-down list.
Select PDF from the Format drop-down list.
Select the Override Destination check box.
Type C:\output in the Override Destination box.
Select Next. The wizard applies a default name to the rule. Use the default name or rename if necessary.
Select Finish. The device button rule appears in the User RuleSets details pane.

Adding the DeliveredDocumentName property to the rule

The Administrator adds the DeliveredDocumentName property to the device button rule to compile the document name based on the PromptValue and RelatedValue properties.

To add the DeliveredDocumentName property

In the Rule Properties dialog box, select the Actions tab.
Select the Deliver {PDF via Filescan on the Server [C:\output]} action. The Action Properties dialog box appears.
Select the Job Properties tab.
Select the Add button. The Set Job Property dialog box appears.
Type Delivered and select DeliveredDocumentName from the Property drop-down list.
Type %{promptvalue}%%{relatedvalue}% in the Value box.
Select OK on the Set Job Property dialog box.
Select OK on the Action Properties dialog box.
Select OK on the Rule Properties dialog box.

Testing the device button rule

The Administrator ensures the device group and new button information is pushed to a supported device.

To test the device button rule

Go to the device.
Select the Scan with Prompt button.
Type the Customer ID (Prompt Value) in the box.
Select Next. The Company Name associated with the Customer ID appears, for example, “Customer ID: The specified value “1234” was found as “Acme Corporation”.

Note: If the Customer ID value is not valid, an error message appears, and the Next button is not displayed. The device user will not be able to continue until a valid entry is specified at the device.

Follow the steps indicated at the device to complete the scan. The scanned document is processed, named with the Customer ID and Company Name, and delivered to the output folder.

Note: Review your steps carefully and contact Technical Support for assistance if the test is not successful.

Creating Custom Workflows

Creating a custom rule

File Conversion Rule Example

Device Prompt DB (Database) Validation Rule Example

See also