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Email Export Connector Scan batches of documents and assign an email address to each document for electronic distribution

With the CaptureBites™ Email export connector you can scan a batch of documents and distribute them electronically.Index fields can be used to specify the email recipient(s), subject, attachment’s file name and to define the body text.You can use the CaptureBites Email connector to email scanned documents internally and trigger a business process.

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After scanning and exporting the mail, emails with PDF attachments are automatically delivered to specified recipients. It is also possible to specify one or more cc email addresses for archiving all incoming mail in an “archive” mailbox.

It can also be used in the mail room to scan incoming mail with Kofax Express or with Kofax Capture. Each mail item is associated with an email address from a pick list or through database look-up.

• Combine the Email connector with another connector using the CaptureBites Multi Export Connector to store your documents in a system of choice (SQL Server, Alfresco, SharePoint, IBM CMOD, etc.) and send a confirmation email to the related customer or to administration to take action on the document.

• Scan invoices to a document management system and send an email to your accountant for further handling.

Use cases for the CaptureBites Email connector :

• Process documents automatically with AutoBites and MetaTool and email exceptions to an email address for manual handling.• Some systems can accept documents by sending them to a special email address and automatically tag them with words in the subject line

• Read this short article about using email to file documents in Evernote.

• Or have a look at Send to Dropbox to email scanned documents directly into your DropBox account

For example :

Email export connector settings.For a detailed explanation of each of the settings, please refer to the Email Connector’s On-Line Help.

The setup of the Kofax Express and Kofax Capture versions are almost identical with only a few subtle

difference explained in the On-Line Help.

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SMTP server and email header settings

In the Send information tab, enter the address of your outgoing (SMTP) server that you use to send your emails. In the Email header section, you can use Kofax Express index fields to dynamically update the recipient’s email address and subject.

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Setting up the email body text

In the Message tab, you define the body text. In the body text you can use Kofax Express or Kofax Capture index fields to create a greeting that changes dynamically. Just insert the index fields between square brackets. Or even easier, just insert index fields by right clicking in the body text box and pick index fields from a list. The body text will be updated with the correct index field values for each exported document.

You can optionally define HTML body text to create formatted messages using a font type of choice, insert hyperlinks, a thumbnail of a page of choice of the scanned document, a logo with a hyperlinkg etc.

If you enter both a plain text and HTML body text, the recipient’s email system will automatically select the version it supports.

If you’re not familiar with HTML but still want to generate a nicely formatted HTML body text? Just use one of the many on-line HTML generator tools on the internet We have good experience with CuteEditor. With this on-line tool, you can format the body text at will, create hot-links, tables, insert images and generate the HTML code by selecting the HTML tab. Just paste the HTML code in the email connector’s setup and you’ll immediately see the result of your HTML body text in the preview box.

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Inserting a thumbnail of your document in the email body

Use the HTML tag <img src=”image location”> to insert a picture. If you use [Document Thumbnail] as the image location, it will insert a thumbnail of a page of the document*. The [Document Thumbnail] tag can be picked from the right-click menu.

Insert the [Image From Disk] tag, if you want to insert a fixed image, like for example a logo, in the email body.

Fine tune the appearance of the thumbnail by pressing the Image setup… button.

With the browse button, you can select the image you want to use in case you make use of the [Image From Disk] tag in your email body.

*Note: It is normal that the page thumbnail is not displayed in the preview. It will display correctly in the actual email messages.

Set the page of the document you want to insert as a thumbnail. (-1=lastpage).

Set the color and thickness of the border around the thumbnail. 0 pixels is no border.

Set the width and heigth of the thumbnail.

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Defining the attachment name and PDF setup

In the Attachment tab, you define the File Name of the attachment. You can construct the name by combining fixed parts and

one or more index fields. In that way the file name can be dynamically named and for example include a time stamp

and the name of the recipient. You can choose to attach PDF or PDF/A files. PDF and PDF/A files can be super

compressed to minimize email size or converted to a searchable format.

You can completely disable the file attachment in case you just want to use the Email connector to

send a confirmation in combination with another connector using

the CaptureBites Multi Export connector.

In the Multi Export setup, just make sure to make the email connector follow the connector you want to send a confirmation for.

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The resulting emailAn example of the resulting email of the demo job included with the connector looks like this:

Use index values in the title of the email.

Use index values, date and time stamps and fixed values to define the name of the PDF attachment.

Combine fixed text and index values in the body of the text.

Insert a thumbnail of a page of the document in the email body. Define the size and optionally add a border.

Format the body of the text at will using standard HTML.

Insert a fixed image (jpg, png, gif, etc) such as a logo and hyperlink it with a web page of your choice.

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Combine this Connector with CaptureBites MetaTool for Advanced Index Extraction and MoreUse this connector 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, ViewBites or other DMS systems.

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