Xerox DocuShare Export Connector

Export documents directly into DocuShare collections and map index fields with object properties

Xerox DocuShare features document management, collaboration, review and approval.

When combined with Kofax Express and the CaptureBites™ DocuShare export connector, DocuShare provides a complete end-to-end document management solution.

The CaptureBites DocuShare Export Connector interacts directly with a DocuShare server and can send documents in PDF or TIFF format to DocuShare collections and sub-collections.  It can also update standard and custom DocuShare object properties with Kofax Express index values.

1. Capabilities of the CaptureBites DocuShare Export Connector

2. Getting up and running quickly with the trial.

Please read below detailed instructions and important tips about each setting below.

3. First install and configure the DocuShare Drive

IMPORTANT: The CaptureBites DocuShare Export connector requires the DocuShare Drive to be installed. You can download it for several Windows versions from here.

The CaptureBites connector also requires Kofax Express 3.1 which you can download from here.

4. Setup

After installing the DocuShare connector (see download link on top of this page) and installing and configuring the DocuShare Drive, create a new job in Kofax Express.

In the Job Setup tab, select the DocuShare export connector and press the setup button.

Instead of creating a job, you can also modify the CaptureBites DocuShare demo job that comes with the connector.

5. Server Settings

• URL: Enter the URL of your DocuShare server. The URL requires a trailing “/” at the end to connect successfully.
• User name and password: Enter your user name and password to login to your DocuShare server
• Domain: If you know your domain name enter it here, but be aware that the domain name is case sensitive. If you’re not sure what your DocuShare domain is, leave this field blank and the default domain name will be used. A default DocuShare installation’s domain name = DocuShare (notice the capital D and capital S).

Test your connection by pressing Connect.

If you fail to connect, check the connection settings directly with the DocuShare Drive (refer to the Xerox DocuShare Drive help and documentation to learn how to configure and use the DocuShare Drive).

If you can connect successfully with the DocuShare Drive and browse for collections in windows, you’ll be able to connect successfully with the DocuShare export connector as well.

6. File Type

• File Type drop down: Select one of the supported formats.
• PDF and PDF/A formats can be further configured by means of the setup button to configure following options:
  • Color Super Compression
  • Enable OCR to generate a searchable PDF (both image over text or text over image are supported)

Note: Color Super Compression preserves color elements in the images but reduces the file size to the file size of a black & white image.

7. Collection

8. Title (or Path)

The term “Title” in DocuShare refers to the name of the document as it will appear in the list of documents in a DocuShare collection.

Define the “Title” using a combination of Kofax Express fields, system values and fixed values. Use “/” in the Title to dynamically create sub-collections. In other words, the Title definition does not only contain the name of the document but can also include the complete path where each document will be stored.

During export, the CaptureBites connector will check whether a sub-collection already exists and if needed will create one.

The Setup button next to the Title opens a menu of possible values you can use to define the Title.

9. Object Type and Property Mapping

Most DocuShare users make use of custom Object Types (also known as custom document types). Each custom Object Type has its own range of custom properties. For example Invoice Documents will have Invoice Number, Invoice Date and Supplier Name as custom properties. Medical Documents will have Patient ID, Patient Name and BirthDate as custom properties.

You can select a standard or custom Object type from the drop down box and the CaptureBites connector will retrieve all its standard and custom properties from the DocuShare server. Just select for each of the properties a matching Kofax Express index field.

You have the option to leave any of the DocuShare properties unmapped, unless of course a property is defined as required in DocuShare. The CaptureBites connector will check for required properties that are unmapped and will give a warning when this occurs.

DocuShare features 9 different types of custom properties and the CaptureBites connector supports them all. The different DocuShare property types are: Boolean, Date, Email, Float, Integer, Menu, String, Text and URL. Some special remarks regarding some of the custom types:

• Some of the object types such as String, Text or URL have a maximum length defined in DocuShare. During export, the CaptureBites connector will check whether a value fits the maximum length of a DocuShare property and will generate a clear message when it doesn’t. It is recommended to define a maximum length for each Kofax Express index field that corresponds with its matching DocuShare object property.

• Boolean properties only accepts 0 or 1 as value. You can define a choice list field in Kofax Express to assure that only 0 or 1 can be selected.

• Date Fields need to be send in a specific format to DocuShare. Define the data format as it is used in Kofax Express in the Date format field. Based on the defined format, the CaptureBites connector can convert the dates to a format that is compatible with DocuShare. Make use of the Setup button to use the correct format syntax.

  For example the date format YYYY?MM?DD will accept dates such 2011-12-06 or 2011/12/06:

• DocuShare Menu properties are the equivalent to choice lists in Kofax Express. DocuShare Menus can be defined to accept single or multiple values to be selected. An example of a multi-select menu can be a patient being treated by several physicians. In that case just enter the multiple values in a single Kofax Express field separated by commas.

• The Float type is typically used for amounts and accepts decimals. Make sure that the decimal point on the system that runs Kofax Express is defined the same as it is defined on the DocuShare server.

10. FAQ

1. DocuShare Drive is constantly asking to login

If DocuShare Drive constantly asks to login during export, the DocuShare Drive logon method is not configured correctly. Open the DocuShare Drive setup panel, select the General tab and make sure “Use single password to log onto all accounts” is selected. Enter and confirm the password used by the account used in the DocuShare export connector.

2. After installing the DocuShare Export Connector and when starting Kofax Express, I get an error “1451 Unable to load export connector…”

3. Even after correctly installing and configuring the DocuShare Export Connector, export fails with an error “400“

Combine this product with CaptureBites MetaTool for advanced index extraction and more

Use this product in combination with CaptureBites MetaTool for advanced index extraction, keyword document separation, floating data extraction, multi-field and drill down database lookup and other advanced functionality.

To learn more about MetaTool, press any of the feature buttons below.

The MetaTool presents itself as a standard Kofax Express export connector and passes through extracted data and processed images to an export destination of choice such as Email, Folder Structure, FTP Server, Database, MS SharePoint Server & Online, Alfresco, OpenText Content Server, Xerox DocuShare, or other DMS systems.