What’s New In Transact 4.5?
In previous versions of Transact, the user could configure the application to export the files to SharePoint Online (Office 365).
Ephesoft Transact v.126.96.36.199 supports the export to SharePoint 2013 and SharePoint 2016 as well. You can configure the export for each Document Type and connection settings in both online and offline mode, but for exporting the documents, connection with the SharePoint account is required. The PDF and TIFF files are exported to the SharePoint repository along with the configured metadata. Also, the failed batch instance (in ERROR state) can be restarted to resume the export. Resuming the export will override the already exported data to avoid duplicity.
To export documents to the SharePoint repository, you will have to configure SharePoint as well as the SharePoint 365 Export Plugin in the Ephesoft environment.
1. Log in to your SharePoint repository, click the gear icon in the upper-right, and click Site settings, then in the Site Actions section select Manage site features.
2. In the list that appears, activate the Content Management Interoperability Services (CMIS) Producer item.
3. Click the gear icon in the upper-right, and click Site contents, then select add an app.
4. In the list of possible options, select Document Library, pick a name and click Create to add a document library.
If required, you can create a subfolder in your Document Library. For that, open the library, click Files and select the New Folder option. Specify the name for the subfolder and click Create.
5. To configure the metadata to be stored in the Document Library, go to the Library menu and click Create Column. Once configured, click OK to save the changes.
The columns will be added and displayed in the corresponding Document Library.
Configuration in Ephesoft
1. Create or open a Batch Class.
2. Create a Document Type and upload Learn File, Test Classification, and Test Extraction File.
3. Create and configure the Index Fields.
4. Check extraction results by using the Test Extraction option on the Document Types screen.
The data is extracted successfully.
5. Navigate to the Export module and drag and drop the SharePoint 365 Export plugin from the list of Associated Plugins to the list of Selected Plugins.
6. Go to the SharePoint 365 Export plugin screen and make sure that SharePoint Export Switch is ON.
7. Under the SharePoint 365 Export plugin, click Configure to open the plugin configuration screen. Click Add to create a new SharePoint export configuration.
8. Fill in the Document and Connection Type section:
- Select the Document Type from the dropdown list.
- Once the Document Type is selected, you can choose whether to use an existing Connection Type or to create a new one. Here, select New.
9. Fill in the Connection Details section:
- Create the Connection Name.
- Specify SharePoint URL.
If you are using a SharePoint subsite to upload documents, you can provide your subsite address in the SharePoint URL field. Simplyadd a forward slash (/) and a subsite name after the main URL. For example, if the SharePoint URL and the subsite are: https://sample.sharepoint.com and “sharepointsubsite” respectively, then SharePoint URL will be https://sample.sharepoint.com/sharepointsubsite.
- Provide the username and password you use to access the repository.
- Select your SharePoint Version from the dropdown list.
- Finally, click Connect to establish connection to SharePoint.
10. Fill in the Export Settings section:
- Select your Document Library (the dropdown list will be automatically populated after you click Connect, provided the login credentials are entered correctly).
- If you are exporting data to a SharePoint Document Library subfolder, provide the subfolder name under the Relative Folder path.
The Relative Folder path is dynamic. That means you can pass a parameter in this field to generate the folder name dynamically. For example, you have created a separate folder in the SharePoint repository for each customer according to their SSN (social security number), e.g. “ABC_5463265753”, “DEF_3457823445” etc. Now, you can make sure that all processed documents with a specific SSN are exported into the respective folder. For that, configure the SSN Index Field in your Batch Class and in the Relative Folder Path you can use the pattern DLF:$Index Field Name, in our case – DLD:$SSN. The files will go into the folder with the corresponding SSN in its name.
The complete list of dynamic markers supported by Ephesoft Transact is provided below:
- Select the format of the files to be exported in the Artefacts for Export field. You can choose to export files in the following formats: PDF, TIFF, PDF + TIFF.
- Provide the Export File Name. The default syntax is $BATCH_IDENTIFIER & _ & $DOCUMENT_ID.
- Finally, click Fetch Metadata.
11. Fill in the Mapping Metadata Configurations section:
- The Index Field dropdown list contains all the Index Fields you’ve configured for this Document type. Select the Index Field you want to map.
- The SharePoint Metadata dropdown list contains the names of all the columns you’ve configured for your SharePoint Document Library. Select the column against which you want to map the Index Field.
- Click Add Mapping. The mapped data is displayed in the Mappings field.
If you want to delete the mapped pair, select it and click Remove Mapping.
12. Click Apply and Deploy on the top panel to include the configuration in the workflow. Your settings are now saved.
13. Go to the Upload Batch screen. Here, upload the file, select the Batch Class and priority and click Start Batch.
The batch is processed and exported to SharePoint successfully.
14. Navigate to your Document Library in the SharePoint repository to check the results. The file in the specified format (PDF) is exported successfully along with its metadata.