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Manage Imports using SQL Server Database Lookup

This powerful feature in the FileHold Desktop Client requires you to have basic to intermediate knowledge of Microsoft SQL Server and is explained via a project case study in this help article. If you do not have SQL Server knowledge then have a DB developer may be required to help with this step. FileHold consulting can also help with this project.

Document Scanning Project Case Study

In this project - an organization's Human Resources department had thousands of paper files for thousands of employees. Each had to be scanned and imported into FileHold for long term storage, management, updating and lookup. All scanning projects benefit from automation so that scanner operators work productively.

QuickScan Pro was setup for this project to scan an entire employee HR package that is scanned as a single batch of documents. Individual forms and documents in the batch are automatically separated via patch code splitting so that individual PDF's are managed inside of FileHold's library.

For each document in the batch of documents for a single index field for Social Security Number (SSN) is captured at scan time from the document via manual text entry. QuickScan Pro, Kodak Capture Pro and Kofax Capture all have the ability to provide manual text entry fields, or perform zonal OCR on specific regions on a form, or read barcode information - all of these methods of processing documents during scan time could then be used in a similar manner.

In this database lookup setup screen in the FileHold Desktop Client you need to provide the following fields once you click the checkbox to use this optional step in setting up a FileHold import. These fields are all self explanatory and the goal is to be able to validate data and then using this data, fill in other fields that are not capture at scan time. This saves time and increases the speed and efficiency of your scanning project.

Database Lookup Manage Imports

Using QuickScan Pro in this example, the scanner operator selects the type of HR form / document from a drop down menu, as well as entering in the SSN field. Both values are then written for each document to an XML file that is then processed by the FileHold Desktop Client manage import engine.

Indexing in QuickScan Pro

In this screenshot showing the setup that occurred in the Desktop Client when the setup of scanning was taking place, the fields are then mapped from the database look up to the corresponding fields inside FileHold for the "personnel file" document type.

 Field Mapping tab - Manage Imports

Based on SSN # and the lookup from the Database, we can then retrieve and automatically fill in all the corresponding fields for each scanned image or scanned Adobe PDF. Then FileHold import engine reads the SSN and does the DB Lookup and then auto fills in all the other fields.

In this screenshot you can see that the metadata fields for the HR file have all been automatically filled based on the SSN value and subsequent database lookup from the payroll Microsoft SQL Server database where all the human resources data resides. Some fields have been redacted to maintain privacy.

Manage Imports - DB Lookup metadata results