Importing Documents

Synergy Import Document utilities allow administrators to quickly index and migrate files or folders from your existing network into Synergy. In addition when used in conjunction with scanning software, the import document utilities automate the process of adding new documents from the system from various scanning stations located throughout the office.

Note: this section does not cover configuring Synergy for use with third party scanning software. For more information on this topic Synergy provides specific guides based on the scanning software you are using in our Scanning and Imaging section.

The process of setting up for an Import is by adding an Import Event. This is the simple process of defining a source of files along with a corresponding destination for those files in Synergy. In addition, Import Events allow users to automate the indexing of files as they are imported into Synergy and select a time for the event to be run.

Add an Import Event

1. Logon to Synergy as an Administrator.
   
2. From the Preferences drop-down field, select Library Administrator.
   
3. From the Navigation menu, under Document Imports select Manage Imports.
   
4. Click the Add button to open the Add Document Import form.
   
5. Enter a name for the import event in the Import Name field.
   
6. From the Import field, select from the following Options:
   Files from Network -this will allow user to import specific files from a user-defined folder located on the Synergy server.
   Files and Folders from Network -this will allow users to import specific files and their folders from a user-defined folder located on the Synergy server. Only one hierarchy of folders can be imported at a time.
   Files from Scanner -allows for the import of scanned information from supported scanning software into Synergy.
   Files from Network & Datasource -allows for the importing of files and associated metadata from other systems. This method can be used to create an importing bridge of files from billing, CRM or other systems into Synergy.
   Source Path -to select a source path to the files or folders you are looking to import by clicking the Browse button browse to a file on your local drive and click OK. Note: the source path must be relative to the Synergy server. Therefore the Browse button is only available when the user is logged onto Synergy using the Synergy server. Otherwise user has to enter UNC path manually in this field as relative to the file server.
7. In the Table field, select the table you wish to import from within this datasource. (e.g. When importing invoices the table may be named Invoices) This only appears when importing files and associated metadata into Synergy.
   
8. From the Profile field, select the appropriate Target document profile. This will be the profile that all documents will be assigned to when imported into Synergy.
   
9. Select the destination Cabinet, Drawer, Category (optional), and Folder from the drop-down fields.
   
10. From the Specify Schedule section, set the desired schedule. The Manual option allows you to run the event on an ad hoc basis. This means events run manually when you click the Run button next to the event. The Daily Every option runs the event on a daily basis based on the selected period. Select the time that the event starts from the drop-down field. Daily schedule events are saved to the event list. The Once Daily At option runs the event once a day based on the time selected from the drop-down field.
    
11. Click the Next button to open the Document Import Field Mapping form. This form displays from left to right the Synergy document profile fields, their field type and a default value to be used when indexing the file to be imported.
    
12. For each Synergy field, enter a default value that will be used for profile fields for each as each document is imported. All required fields for the selected profile will need a corresponding default value.
    
13. Click Finish to add the import event.
    

Import Event List

Once the import event has been created, you will be presented with a list of import events for the system. This contains the following fields:

• Name of import events registered in Synergy.
  
• Type of import it is.
  
• Schedule the import is running on.
  
• Date the event was last modified.
  
• Status of the event. Note you can click on the event status to see a log for when the last time the event ran and if any errors occurred when running.
  
• Run button. This button is only available when the Import status = Active. Press this button to run the event manually at any time. Import events with a schedule other than manual can still be run manually without affecting the original schedule.
  
• Log button. Allows you to view a Log of the last Event Import run.

Activate and De-Activate Events

To Activate an event, check the box next to the event and then click the Activate button. The status of the event will change accordingly.

To De-Activate an event, check the box next to the event and then click the De-activate button. De-Activated events are considered suspended and will not run until reactivated. De-activating an event does not delete the event.

Delete an Event

To delete an event, check the box next to the event and then click the Delete button.

Manual Events

Special Configuration Steps for Manual Import Events

ColdFusion has to be setup BEFORE running any manual Import Event (i.e. event where schedule = manual). The following steps assume the user knows how to logon to ColdFusion Administrator.

1. Logon to ColdFusion administrator.
2. Under the Automated Tasks setting select Automation Settings.
3. Confirm the Scheduler Refresh Interval is to be 1 minute.
4. Enable Logging.
5. Click Submit changes.
6. Reboot the server.

Run an Import Event Manually

Once you have defined any Special Configuration Steps for the Import Event, you are now able to run any import event manually within Synergy at any time using the following steps.

1. From the Preferences drop-down field select Library Administrator.
2. From the Navigation menu, under Document Imports select Manage Imports.
3. Click the Run button beside the import event you want to run. The import event is now scheduled to run in 60 seconds time.

Import Event Log

Import event logging is available to view for each import event. To view an Import Event's log, click on the Log button found next to the Import Event. The most recent event log will be displayed in the lower Content frame. The following information will be available:

• number of times the last import was run
• number of files that where attempted to import
• number of files that were successfully imported
• number of folders that where attempted to import
• number of folders that were successfully imported

To view previous Event Logs, click on the History button. If you no longer require access to an Import Event's log, click on the Clear Log button.