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Import Mapper
Advanced User Manual
Version 6.1
DocuPhase Corporation
1499 Gulf to Bay Boulevard, Clearwater, FL 33755
Tel: (727) 441-8228 – Fax: (727) 444-4419
Email: [email protected]
Web: www.DocuPhase.com
Import Mapper Advanced User Manual 6.1 Page 2 of 24
Copyright © 2000 – 2017, DocuPhase Corporation, All rights reserved.
All rights reserved. No part of the contents of this publication may be reproduced,
transmitted, transcribed, stored in a retrieval system, or translated into any language in any
form without written consent from DocuPhase Corporation.
This software product, including the manual and media, is copyrighted and contains
proprietary information that is subject to change without notice. The software may be used
or copied only in accordance with the terms of the license agreement.
DocuPhase is a registered trademark of DocuPhase Corporation. All other trademarks are
acknowledged as the exclusive property of their respective owners.
Version 6.1 -- 1.23.2017
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Table of Contents
Introduction ............................................................................................................................. 4
Welcome to Import Mapper .............................................................................................. 4
Purpose and Assumptions ................................................................................................ 4
Foundational Terminology ................................................................................................. 5
Client Support Services Contact Information ................................................................. 6
Import Mapper Product Overview ........................................................................................ 7
Working with Import Mapper ............................................................................................ 15
Import Mapper Tips and Tricks ...................................................................................... 21
Importing – Automatic Mapping by Position ........................................................... 21
Exporting/Importing – Automatic Mapping by Column Name ............................. 22
Importing – Automatic Mapping by Position ........................................................... 22
Appendix A: Import Mapper Installation ......................................................................... 23
Prerequisites & Minimum Requirements .................................................................... 23
Import Mapper Log in ...................................................................................................... 23
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Introduction
Welcome to Import Mapper
Import Mapper is a utility that is able to perform a seamless import of existing images and
their associated index field values from external data sources into DocuPhase.
Once an import file is loaded into Import Mapper, the administrator has the ability to modify
the index mapping criteria that will be used to import index information into a DocuPhase
database, thus avoiding the unnecessary re-indexing of the imported documents.
Import Mapper supports index files in text format, such as TXT and CSV (Comma-Separated
Values) delimited-field file formats.
By providing the ability to import documents and their index values from another data
source, such as another document management product, Import Mapper will further enable
you to “Simplify the Workplace” by allowing a simple import from a legacy system to be
made directly into DocuPhase.
Purpose and Assumptions
This manual has been written for the advanced user to prepare them to install, configure
and perform document and index information imports into DocuPhase using the Import
Mapper product.
The following are assumptions made with regard to the reading audience for this guide:
The reader and principal user of Import Mapper will be a DocuPhase Administrator or
Designer user.
The reader has received at least one day of DocuPhase provided training.
The reader has used the DocuPhase software product for a period of no less than one
month.
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Foundational Terminology
Application: In DocuPhase, an Application is the digital equivalent of a filing cabinet. Each
application will utilize a common set of index fields that are used to describe and locate the
specific type of documents/files that are stored in that Application (i.e., an electronic filing
cabinet).
The DocuPhase implementation for an Application is a database table that contains records
(table rows) that represent each document stored in that Application virtual filing cabinet
and index fields (table columns) that hold property values that describe the corresponding
document held in the DocuPhase Repository (i.e., the content image/file storage location).
Import Mapper will facilitate the import of documents into the DocuPhase Application’s
Repository and the insertion of new table Rows with index value columns from the CSV files
into the Application’s Table.
Comma-Separated Values (CSV): CSV is a simple file format that is used to store text
values (text strings and numbers) that are separated by a delimiter character such as a
comma (,). CSV is widely supported and is a common method for representing extracted
data from one system so it can be then imported into another system as tabular data. Text
Files (TXT) is another name for a format that can optionally contain comma-separated or
otherwise delimited data values.
For example the following is a simple example of data in CSV format:
Year,Make,Model,Length
1998,Ford,E350,2.36
2002,Toyota,Camry,2.22
Each line below the caption 1st row, represents the index values for a separate
document.
Note: Other delimiters than comma are permitted with CSV and TXT delimited-text
values file formats. For example Semi-Colon, TAB, etc. can be used as in the
example below:
Year;Make;Model;Length
1998;Ford;E350;2.36
2002,Toyota,Camry,2.22
Parsing: The process of analyzing text to determine its structure and obtain its contents.
Specifically in the case of Import Mapper, the parsing is applied to the delimited text of each
row of a CSV file to obtain the individual data values present in order to map these values
to designated index fields for documents being imported into DocuPhase.
Table: Document index values are stored in SQL database tables where the Rows of the
tables are used to represent each document captured into DocuPhase and the columns on
each document’s row contain index values that describe properties of the corresponding
document.
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Client Support Services Contact Information
DocuPhase is committed to providing quality service and support for our customers. If you
are experiencing difficulty with your DocuPhase software, please let us hear from you so we
can help.
Client Support Services are provides as part of your Maintenance Program. Enhanced
support programs are available upon request. The standard support feature set includes:
Product Updates and Upgrades
Telephone and Email support during local business hours
Remote Connect Support during local business hours
You may:
Contact us by email at [email protected].
Reach us by phone at (727) 441-8228.
Reach us by fax at (727) 444-4419.
Find us online at www.DocuPhase.com/support.
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Import Mapper Product Overview
Import Mapper is a utility that enables a seamless import of existing document images and
their associated index data values from external data sources into DocuPhase.
Once an import file is loaded into Import Mapper, the administrator has the ability to modify
the index mapping criteria that will be used to import the documents into a DocuPhase
database, thus avoiding the unnecessary re-indexing of the imported documents. Import
Mapper supports index files in text format, such as TXT and CSV.
The DocuPhase Import Mapper Product is simple to configure and use.
Element Import Mapper Description
Import Settings
Provides the ability to import a CSV file into
DocuPhase.
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Element Import Mapper Description
Import Name
Provides the ability to display the mapped import
name associated with the selected import file.
Application
Provides a drop down list displaying all the
available application names obtained from the
DocuPhase Web server.
Default Status
Provides the ability to define a default status for
imported files.
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Element Import Mapper Description
Import Path
Provides the ability to display the location of the
image files associated with the mapped import
file.
Note: A User must use a different import
path for the two different import types (by
name or by position). For example,
C:\IM\Header or C:\IM\No Header.
Note: To define an import path, select
browse and choose the desired folder
location.
Import Template
Provides the ability choose the selected mapped
import text file.
Note: To use a new import file, select
browse and choose the desired CSV file.
Note: Additionally, the Import Template
location may be different from the
location of the image file as defined in the
Import Path.
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Element Import Mapper Description
Parsing Options
Provides options to analyze a string of characters
using Delimiter and Container options in order to
associate groups of characters with syntactic
units of underlying grammar.
Delimiter
Provides the ability to define the delimiting
character used in the mapped import file.
Note: The Delimiter options include:
Comma
Tab
Section
Other
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Element Import Mapper Description
String Container
Provides the ability to define the character used
to delineate each index value.
Note: The String Container Delimiter
options include:
Single Quote
Double Quote
Other
File Header Provides the ability to define the CSV file header
information.
Note: The File Header textbox displays
the mapped fields header information.
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Element Import Mapper Description
Column Headings Provides the ability to import the file column
headings.
Note: The Column Headings textbox
displays the column header information of
the selected import file.
Map Columns
The left hand side of the Mappings section shows
the recognized column names obtained from the
import file. The right hand side of the Mappings
section displays drop down menus with the
associated indexes obtained from the selected
application.
Note: If column headings are not included
in the mapped text file, then the index
information from the first index is
displayed.
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Element Import Mapper Description
Map Columns>Automatically
Map Columns by Name
Provides the ability to display the columns
automatically by name order.
Note: DocuPhase Client Support Services
recommends only using Automatically
Map Columns by name when importing
from DocuPhase.
Map Columns>Automatically
Map Columns by Position
Provides the ability to display the columns in the
index order. Additionally, to use this
functionality, ensure the “Does the header
contain column headers” is not selected.
Note: if a template exists for
Automatically map columns by position,
when the user selects that Import Name
from the Import name combo box they
will again be reminded of the index order.
For additional information, please review
the Import Mapper Tips/Tricks section of
this manual.
Map Columns>Manually map
column by name
Provides the ability to manually map a column by
its name.
Map Columns>Manually map
columns by position
Provides the ability to manually map a column by
its position. Additionally, to use this functionality,
ensure the “Does the header contain column
headers” is not selected.
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Element Import Mapper Description
Map Fields
Provides the ability to map the DocuPhase Index
Fields from the Database you are importing from.
Note: The Map Fields tab will only be
available if you select Manually Map
Column by name.
Set Defaults
Provides the ability to define a static or default
index value.
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Working with Import Mapper
To setup your import template, follow the below steps.
1. On your desktop, Navigate to and select Import Mapper short cut icon.
2. Enter your User Name.
3. Enter your Password.
4. Select Manage.
5. Define the Server.
6. Select OK.
7. Select Login.
8. Select File>New.
Note: The New Import Mapping Dialog displays.
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9. Define the Import Name.
10. Browse to the Import File.
11. Choose the appropriate Import File.
12. Select Open.
Note: The selected File displays in the Import File dialog.
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13. Select OK.
14. Choose the appropriate Application.
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15. Choose the Default Status.
Note: The Default Status can be configured with other DocuPhase Platform products
such as Xtractor.
16. Choose the Import Path.
Note: From this point forward, the selected options will depend upon the type of CSV
file you have selected.
17. Choose the Parsing Options.
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18. Select checkbox for the Does the header contain the DocuPhase application name.
19. Select checkbox for the Does the header contain column headers.
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20. Select the checkbox to Automatically map columns by name.
21. Select Save.
Note: An Information Dialog displays.
22. Select OK.
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Import Mapper Tips and Tricks
It is highly recommended that you follow the outlined best practices below in order to
successfully import image files into DocuPhase:
1. Unless they are read-only, the processed files will be moved into Repository and deleted
from the original folder; therefore, if you need to keep the files you are importing, you
would need to make a copy before starting the import process or set them as read-only.
2. Place the CSV/ TXT file into the same directory as the image files. The DocuPhase
Service must have read rights to that location.
3. Use Double Quotes to enclose index values.
4. Use Comma as a value delimiter.
5. Use absolute path to point to file locations.
6. Index values cannot contain apostrophes or quotation-marks.
For example, Brown’s Insurance is not a valid index value because of the apostrophe
in Brown.
Importing – Automatic Mapping by Position
This configuration will typically be used when a user would like to import documents from
an external system.
With this setup, there are a number of limitations that must be identified in order for
the import to successfully work:
The order of the columns in the CSV file must match the order of columns within the
DocuPhase application.
Note that when a user selects Automatically map by position, they will be notified of
the necessary order of columns within the CSV file so that they successfully match
up with those in a DocuPhase application.
If the number of columns in the CSV file differs from the number of columns in the
DocuPhase application, this will happen… (The extra data will be overlooked. The
only requirements are that the indexes are in the correct order and the last entry is
the location of the exported document (i.e., Normally in the same location as the
CSV).
For example if there are six columns in the CSV file and five DocuPhase user indexes,
then DocuPhase will add the five data elements ignore the sixth and use the last
element as the FilePath (i.e., The location of the exported document).
In every Import instance, the last column is expected to be the FilePath which is the
map to the new document.
Any instance where there is less data than indexes, the file will error. A user can
manually map fewer indexes with their corresponding data strings, but this template
must use a different import path than used with the normal mapping template.
Many errors can occur when there are too many different mapping styles/selections
within the same Import Path.
Be mindful that when a user manually maps indexes incorrectly, there is a large
chance that incorrect data will be imported into DocuPhase.
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Exporting/Importing – Automatic Mapping by Column Name
If a user would like to export and import documents from one DocuPhase instance to
another, it is recommended that they include the following during export:
Application Name.
Column Headings.
Once a user has exported the documents from DocuPhase in this fashion, it is recommended
that they choose the Automatic mapping by Index/Column Name option within Import
Mapper.
Importing – Automatic Mapping by Position
This configuration will typically be used when a user would like to import documents from
an external system.
With this setup, there are a number of limitations that must be identified in order for
the import to successfully work.
The order of the columns in the CSV file must match the order of columns within the
DocuPhase application.
Note that when a user selects Automatically Map by Position, they will be notified of
the necessary order of columns within the CSV file so that they successfully match
up with those in a DocuPhase application.
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Appendix A: Import Mapper Installation
Prerequisites & Minimum Requirements
The following Import Mapper installation consideration topics are documented in the
following locations:
Minimum Requirements: See DocuPhase Prerequisites Guide
Prerequisites: See DocuPhase Prerequisites Guide
Import Mapper Installation from .MSI:
Import Mapper Application
See: DocuPhase Installation & Upgrade Guide,
Topic: Installing the Optional Components.
After Import Mapper is installed, an Import Mapper shortcut icon is placed on your desktop.
Import Mapper Log in
To launch Import Mapper, follow the steps below:
1. On your Desktop, navigate to and select the Import Mapper shortcut icon.
Note: Optionally, you may also choose Start>All Programs>iDatix Import Mapper.
Note: The Import Mapper login dialog displays.
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2. Enter your Username.
3. Enter your Password.
4. Select the Server button, then Select your Server from the drop-down list.
Note: The Alias Manager dialog displays.
5. Define your Server.
6. Select Load.
7. Select OK.
Note: The Login to Import Mapper dialog displays with the Server defined.
8. Select Login.
Logon to XtractorLogon to Import Mapper