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Back up and Export of SmartSoft Capture Template and Training Data

Form Templates

The form templates contain the template information that is used to extract the form data from the imported documents. The templates can be exported and saved for backup or imported into another workstation running SmartSoft Capture. Form templates are stored as *.FTF files.

To export form templates

  1. Go to File > Edit Form Templates or CTRL+F11.
  2. Select the check box next to the form template to export and click Export.
  3. Enter a name for the template and click Save.

To import form templates

  1. Go to File > Edit Form Templates or CTRL+F11.
  2. Click Import.
  3. Browse and locate the form template file (*.FTF).
    • Alternatively, you can drag and drop the *.FTF file into the SmartSoft Capture application.

Training Data

The training data contains all of the information that was used to "train" the software to extract information from your documents. Backing up this information periodically is recommended in the event that an issue arises or can be copied and moved to a new workstation. Training data is stored as *SFT files.

To access training data

  • Go to C:\Users\<username>\AppData\Local\SmartSoft\SmartSoft Capture\Templates. Copy and paste the *.SFT files to a backup location or to the same folder location on another workstation.

TIP: To clear any training data, go to Image View > Clear Training Data. This will remove any stored training information, in other words, all *.SFT files, from the workstation. You cannot recover the files from your recycle bin.

Internal Database or Custom Lists

If you created a custom list to be used to capture repetitive items such as vendors, employee names, store locations, companies, or parts available, be sure to keep a copy of the csv file and import it into the new workstation.

To import a custom list from a csv file

  1. Go to File > Import > Custom List.
  2. Enter the name for the list. For example, Company Names.
  3. For the field ID, select the field ID name you created in the form template. For example, FT_Company_Name.
  4. Click Finish.
  5. Select the CSV file that contains the list of items to import and click Open.
  6. The list of items are shown. Skip the header if there is one in your CSV file.
  7. Click Import. The list of company names is now bound to that field.

FileHold Desktop Application - Manage Imports Profiles

  1. In the old workstation, log into the FDA.
  2. Go to the following folder location and copy the XML file profiles. Each XML file represents one import profile in the FDA. You may need to turn on hidden files and system folders/files in your folder options.

C:\ProgramData\FileHold\FDA\Settings

  1. Paste the XML files in the same folder location on the new workstation.
  2. On the new workstation, log into the FDA with a minimum of a library administration role.
  3. Go to Tools > Manage Imports to ensure that the profiles have been copied over successfully.
  4. Test to ensure everything is working correctly.

TIP: It is recommended that backups of the scanning profiles are made. Each customer is responsible for maintaining and backing up these locations.