Data sources

Data sources determine where Docuflair obtains the documents that are to be processed. That can be a watched folder (a hotfolder), an email account, a multifunction printer or a mobile device. Depending on the source, Docuflair starts the matching workflow automatically.

Permission required

To access this function you need the following permission:

• Edit workflow (AdminUI_WorkflowManagement_EditWorkflow)

You grant permissions through groups — see permissions – overview.

Various possibilities are available as a data source for workflows:

• Hotfolder
  Watches a folder for newly incoming documents. When Docuflair spots a document, processing begins after about 15 seconds: the document is converted where necessary or passed straight to a workflow.
• Email accounts
  Watches email accounts for newly incoming email and passes the message text and the attachments to a workflow for processing.
• Multifunction devices
  Devices from Xerox, Epson and Kyocera can be connected as a source of scan jobs. During the configuration you can set default values for the scan settings on the devices, to avoid users making faulty settings. Requires multifunction printers to be licensed, and is only available for scan workflows.
• Mobile devices
  Mobile phones and tablets can also serve as a data source through their camera; apps pass the documents on through the interfaces provided. Those interfaces can be used by software developed in-house as well (SOAP services). Requires mobile devices to be licensed.

Configuring a hotfolder

To set up a new hotfolder, click Create hotfolder.

In the first step, on the General page, you give a unique name under Name; a description is optional. The creator’s name and email are required where the originator of the documents in a hotfolder is needed for the processing that follows, or where metadata is to be filled with that information, for instance.

On the second page, Settings, you determine at the top whether this hotfolder is to be checked (On) or excluded from processing (Off). Under Storage location and Directory you determine where the folder to be watched is. If no suitable storage location exists yet, you can create a new one through Custom… in the list. Depending on the licence, FTP servers, SharePoint, Nextcloud and other services are available besides the local computer and network folders. The Directory text field determines the name of the subfolder to be searched. Entering a / (slash) or a \ (backslash) as the name searches the main directory for documents.

The File formats to take into account option restricts the file formats looked for: give the file extensions permitted, separated by spaces or commas. The string “pdf tif txt” allows only PDF, TIFF and text files to be processed, for example. Every other document is ignored. Entering a * (asterisk) processes every document deposited in this folder.

With the Search subdirectories recursively option, Docuflair searches not only the directory given but every subdirectory at any depth for newly incoming documents.

Click Save to apply the changes.

Configuring an email account

Where email accounts are used as a data source, Docuflair watches the accounts and processes the message texts along with their attachments in a scan workflow — to convert all incoming email to PDF/A for archiving purposes, for example.

In the first step, on the General page, you give a unique name under Name; a description is optional. The creator’s name and email are required where the originator of the documents is needed for the processing that follows, or where metadata is to be filled with that information, for instance.

Three different types of email server are available in Docuflair for receiving email:

1. POP
2. IMAP
3. Microsoft Exchange

Choose the type of server that suits and enter the server details, user names and passwords required.

The File formats permitted option restricts the file formats looked for: give the file extensions permitted, separated by spaces or commas. The string “pdf tif txt” allows only PDF, TIFF and text files to be processed, for example. Every other document is ignored. Entering a * (asterisk) processes every document deposited in this folder.

The Processing selection determines how message texts and attachments are to be processed. You can process or ignore message texts and/or attachments. Message texts can also be combined with the file attachments into one document, in various orders.

The Conversion option determines whether the data that arrives is processed further as vector data, where that is available, or turned into an image before processing. Note that with vector data selected, the preprocessing options have no effect, because they can only be applied to image data.

Configuring multifunction devices

Where a workflow is shown on a multifunction device, you can store various default values for the scan settings. Those settings may differ from workflow to workflow and are meant to prevent users choosing wrong or faulty settings. In the Commands column, the “padlock” determines whether a user is allowed to make a setting of their own at the multifunction printer. Clicking the “eye” lets you hide settings from the user at the multifunction printer entirely.

The multifunction devices data source is only available for scan workflows.

Click Save to apply the changes.

Mobile devices

Providing the web APIs requires no configuration. With the function switched on, devices can pass documents to Docuflair through SOAP services. The communication runs over SOAP web services, which can be used by other applications in the company as well.

Please note that using these web APIs requires the corresponding licence.

Click Save to apply the changes.