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Overview

  • Use the versatile CaptureBites Folder export connector to export to a folder and file structure of choice on a local system or file server. You can define an unlimited number of sub folders and use Kofax Express index fields or system values to name them.
  • Next to TIFF, PDF, batch index and document index information, it can also output full text output in standard txt format for each scanned page.
  • It has unique PDF capabilities to output bookmarked PDF files, configure PDF passwords, split PDF files to a defined maximum size and pre-define how the Adobe viewer displays your document.
  • You can generate G4 and JPG compressed TIFF files but also LZW compression and uncompressed is supported for high quality scan work (book scanning, delicate document scanning).
  • Next to an export destination of choice, it can also generate a backup of all your documents and index files to an external drive or backup server. All this during a single export.

 

Installation

The download installs a functional version of the CaptureBites Folder connector. It also includes some demo images and demo jobs to show the functionality.

 

Running the Demo

After downloading the CaptureBites Folder Export connector, install it, open Kofax Express and find sample jobs called:

  • CaptureBites Folder Full Text Output
  • CaptureBites Folder PDF Bookmarks
  • CaptureBites Folder Split PDF
  • CaptureBites Folder PDF with Password

After installation, open Kofax Express and find some pre-scanned batches in the batches pane.

 Select the batch you want to try out.

Just export each batch and find the result in the “CaptureBites after Export” folder on your desktop.

 

The “CaptureBites Folder PDF with Password” uses following passwords:

  • Open Password = CapBites
  • Permissions Password = BitesCap.

In demo mode, a demo seal will be stamped in all exported images. You can switch the demo version to full production mode by entering an activation code which you can purchase from our partners. You can continue using any of the jobs you configured in demo mode after activation of the software.

General Setup Panel

Go to the Job Setup tab in Kofax Express and make sure the CaptureBites Folder Export connector is selected.

Open the Folder connector’s setup by clicking on the setup button next to the selected Folder Connector.

Enable the desired export streams and define destination paths and file names:

  • Image File   Choose TIFF or PDF and set additional settings by clicking Setup.
  • Batch Header File   This file is created at the end of an export and can serve as a trigger to start importing the information in the back-end system.
  • Batch Index File   The batch index file contains index information of all documents in a batch. Thus, only one batch index file is generated per batch.
  • Document Index File   A document index file is created per document. Thus, a batch with 200 documents will generate 200 document index files.
  • Full Text Output   This generates a text file containing the full text of each scanned page. The text is generated by performing OCR . You can create a text file per document or per page.

 

PDF Custom Properties

You can embed Kofax Express index fields as custom properties in each exported PDF. Some document management systems, such as Liferay can search on these custom properties.

To embed custom properties in your PDF files, go to the Job Setup tab in Kofax Express and make sure the CaptureBites Folder Export connector is selected.

Open the Folder connector’s setup by pressing the setup button next to the selected Folder Connector.

Make sure to select PDF as the File type and press Setup next to the File type.

The PDF Setup opens. Here you can enable and configure PDF Custom Properties.

Check the boxes next to the index fields that you want to include as custom properties.

The PDF specifications have reserved some properties. Therefore, it is not allowed to use index fields labeled “Title, Author, Subject, Keywords, Creator, Producer, CreationDate, ModDate and Trapped” as custom properties. You can still define these in Kofax Express but they won’t show up in the PDF custom properties list.

The reserved properties are case sensitive. For example, “Subject” is not allowed but “subject” is.

After export, the easiest way to check the PDF custom properties is by opening the PDF file with Adobe Acrobat.

In Adobe Acrobat, select the File / Properties menu and open the Custom tab to display the custom properties.

Note: Some PDF readers do not display custom properties.

Split PDF to a Maximum File Size – Configuration

Go to the Job Setup tab in Kofax Express and make sure the CaptureBites Folder Export connector is selected.

Open the Folder connector’s setup by clicking on the small setup button next to the selected Folder Connector.

Make sure to select PDF as the File type and open the PDF setup by clicking Setup next to File type.

The PDF Setup opens. Here you can enable and configure PDF splitting.

Format: First select the correct PDF format. You can select regular PDF or PDF/A. However be aware that after splitting PDF/A files will always be converted to regular PDF.

The main reason to select PDF/A is in combination with Super Compression and to increase overall speed to generate split PDF files. PDF/A with super compression will use standard JPG compression to compress color layers while regular PDF will use JPEG 2000 compression for color layers. Compressing color layers with standard JPG is faster than compressing with JPEG 2000. In other words, the fastest method to generate split regular PDF files is by selecting PDF/A here. Again, resulting PDF files after splitting will be always regular PDF with JPG or JPG 2000 compressed color layers depending on the PDF format selected here.

Password protected and bookmarked PDF files cannot be split.

Click on the Setup button next to the selected Format  to configure Super Compression, OCR to generate Searchable PDF and to set PDF reader settings.

Maximum file size: Set the maximum file size of exported PDF files. When a PDF file exceeds the maximum file size, PDF files will be split in the most optimal way. That means that each PDF part will contain the maximum possible number of pages that fits in the maximum file size. The CaptureBites Folder connector uses the same calculation as the Windows operating system to convert KiloBytes to Bytes. 1000 KB = 1000 x 1024 Bytes = 1’024’000 Bytes.

Part name: Define the Part name here. You can combine any fixed text and information about the part as desired. The defined Part name can then by used in the Document File name in the Folder setup screen. Thanks to this approach, it is possible to suppress the complete Part name in the File name if the whole document fits in the Maximum file size and does not need to be split. See topic 4 below.

Following part information, with or without leading zeros, can be used in the Part name:

  • Part Number: Each part has a sequential number starting with 1 for the first part, then incremented with 1 for each additional part.
  • Part Count: The total number of parts for a given document
  • Part First Page: The first page in the part as it relates to its position in the original document
  • Part Last Page: The last page in the part as it relates to its position in the original document
  • Part Page Count: The total number of pages in a given part
Tip: For more information about an option, just hover over the information icon  to reveal more details about the option.
Example

A document of 125 pages is split in 5 parts with a maximum size of 5000 KB

Defined Part Name

_Part_{Part Number With Zeros[2]}_of {Part Count With Zeros[2]}_Page_{Part First Page With Zeros[3]}_to_{Part Last Page With Zeros[3]}_Total_Pages_in_Part_{Part Page Count With Zeros[3]}

Part names after splitting will be

_Part_01_of_05_Page_001_to_028_Total_Pages_in_Part_028   (4980_KB)
_Part_02_of_05_Page_029_to_055_Total_Pages_in_Part_027   (4855_KB)
_Part_03_of_05_Page_056_to_085_Total_Pages_in_Part_030   (4995_KB)
_Part_04_of_05_Page_086_to_112_Total_Pages_in_Part_027   (4832_KB)
_Part_05_of_05_Page_113_to_125_Total_Pages_in_Part_013   (2395_KB)

After you have defined the Part name, close the PDF setup window and use the {Part Name} variable in your Document File name definition.

Example

  • “Clear part name if document is not split” is enabled
  • Maximum size is set to 5000 KB
  • Document 1 (see example above) consists of 125 pages and will be split in 5 parts
  • Document 2 consists of 25 pages and stays below 5000 KB and does not need to be split
  • Document 3 consists of 58 pages and will be split in 2 parts

Defined File Name

{Document Number With Zeros[8]}{Part Name}{File Type Extension}

Document File names after splitting will be

00000001_Part_01_of_05_Page_001_to_028_Total_Pages_in_Part_028.PDF   (4980_KB)
00000001_Part_02_of_05_Page_029_to_055_Total_Pages_in_Part_027.PDF   (4855_KB)
00000001_Part_03_of_05_Page_056_to_085_Total_Pages_in_Part_030.PDF   (4995_KB)
00000001_Part_04_of_05_Page_086_to_112_Total_Pages_in_Part_027.PDF   (4832_KB)
00000001_Part_05_of_05_Page_113_to_125_Total_Pages_in_Part_013.PDF   (2395_KB)
00000002.PDF                                                         (4887_KB)
00000003_Part_01_of_02_Page_001_to_030_Total_Pages_in_Part_030.PDF   (5000_KB)
00000003_Part_02_of_02_Page_031_to_058_Total_Pages_in_Part_028.PDF   (4899_KB)

Note: Since document 2 was not split in parts, the complete part element was suppressed from the file name. If you disable the “Clear part name if document is not split” option. The file name of document 2 would be:

00000002_Part_01_of_01_Page_001_to_025_Total_Pages_in_Part_025.PDF

Clear part name if document is not split: When you enable this option, the part name will be automatically excluded from the file name if the complete document fits in a single file and no splitting is required. All elements, both fixed and variable, as defined in the part name (see topic 3) will be cleared.

 

Index Files

Each part will generate a line in the document and batch index files. You define index files from the main CaptureBites Folder Setup panel.

  • To include detailed information about each part, you need to open the Setup of the Batch or Document index files.
  • Select “User defined” and include the desired part information by selecting it from the drop down box

Bookmarked PDF Files

With the CaptureBites Folder connector you can export a complete Kofax Express Batch to a single bookmarked PDF file.

For example, if you have a patient record consisting of many sub sections, like Admission, Bloodwork, Pharmacy, Medication, Surgery etc., you can create a batch with, for each section, a document in Kofax Express.  Screen shot below shows how such batch would look like in Kofax Express.

In the CaptureBites Folder connector PDF settings, you just need to select Create PDF per Batch and define which document index field you want to use to define the names of your bookmarks.  In this case we used the Department index field to define the Bookmarks.

For this demo, we also predefined the Adobe Reader settings to open the PDF with the bookmark panel open and the images displayed in “Fit to Page” mode.  The resulting PDF can be downloaded from here. In case you are browsing with Chrome, the embedded PDF Chrome viewer will not show the bookmarks. Just click Yes next to “Open in Adobe Reader?” to see the bookmarks.

Configuring PDF Password Protection

When you select “Password Protected PDF” as the file type, you can configure password protection through the Setup button next to the file type drop down box.

For more information about an option, just hover over the information icon  to reveal more details about the option.

Document Open Password

To create non-protected and fully accessible PDF files, just leave both passwords empty.

If you only enter the Open Password, anyone who wants to open the PDF in a viewer will require this password. The PDF’s content will also be encrypted.

Permissions Password

If you only enter the Permissions Password, you can allow or disallow certain functions such as printing, changing, copying, etc.  You won’t need the password to open the PDF but certain menu options and features will be disabled in the Adobe reader related to the disallowed permissions. All Adobe products enforce the defined restrictions. But some non-Adobe products do not fully support and respect these settings. Please be aware that you may be able to bypass some of the restrictions using such products.

About PDF permissions…

Permission Description
Printing Disallow printing or only allow printing in low resolution (up to 150 dpi). Allow printing in any resolution by selecting High Res.
Changing the Document Disallow or allow following functions: replacing pages, cropping pages, page transitions (these are used for slide show effects when PDF reader is used in full screen mode), changing the page numbering schema and setting actions when opening or closing a page.
Commenting Disallow or allow following functions: sticky notes, stamping, highlighting, underlining, cross out, writing with the pencil tool, audio commenting, drawing objects such as callouts, text boxes, arrows, lines etc.
Form Field Fill-in or Signing Disallow or allow following functions: fill in forms and add digital signatures. The fill in forms option is currently not relevant because the CaptureBites Folder connector cannot generate PDF forms.
Document Assembly Document assembly is related to combining 2 or more PDF files into a single PDF file.  If this function is disallowed, the user will require the permissions password to be able to combine one or more PDF files into a single PDF file.
Content Copying Disallow or allow copying parts of pages or complete pages.  When disallowed, the copy and cut functions will be grayed out in Adobe reader.
Content Accessibility Enabled Allow this option if your PDF files need to be accessible by people with disabilities such as mobility impairments, blindness, and low vision.

When you open a PDF with limited permissions in Adobe Reader, you can see the restrictions, by selecting the File – Properties menu.  This opens the PDF Document Properties panel.

The Permissions Password can be used in the full Adobe Acrobat or equivalent product to change the permissions.

Combining both passwords makes it possible to set a password to open the PDF and also set restrictions to disallow certain functions such as printing and copying.

PDF Reader Settings

With the CaptureBites Folder connector you can define precisely how your PDF files open in the Adobe Reader. Some, non-Adobe readers, like the Foxit PDF reader also supports these options.

 

Define the title in the General Tab of the PDF setup panel. You can use any index field. If you don’t specify anything, the file name is displayed.

Define the zoom setting when the reader opens. In the example above, we defined Fit Page as the zoom setting.

Define whether the left pane should be expanded or closed when opening the PDF. You can also define whether the bookmark or thumbnail pane should be displayed.

Define the Page Layout when the viewer opens. You can define one or 2 pages facing, continuous or page by page navigation .

Uncompressed or LZW compressed TIFF files

Sometimes you want the best image quality and save your files as uncompressed TIFF files or LZW compressed TIFF files. LZW reduces the file size with 50% without loss of image quality.

For even better quality scan in one or more resolution steps higher than your desired output. During export we scale the image down to the desired output resolution resulting in super high quality images.

Backup Image Files

Select a folder to copy a duplicate of all exported document files. During export it will generate a backup of all your documents to an external drive or backup server. All this during a single export.

If you generate Searchable PDF files, which is a process that takes some time, the PDF files will only be generated once and then a straightforward copy will be performed to the backup folder which is considerably more efficient than exporting the same batch to two destinations.

Your suggestions are welcome!

Share with us your ideas about how to use the CaptureBites Folder Connector or let us know how to improve it by clicking here.